:ilv.  of  in.  Library 
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ENGINEERING  BUREAU 


BOARD  OF  WATER  SUPPLY 

CITY  OF  NEW  YORK 


REGULATIONS 


NEW  YORK 

PUBLISHED  BY  THE  BOARD 
1906 


<3^  ‘f 


CONTENTS. 


Letter  of  Chief  Engineer 

Organization  

Civil  Service  Regulations 

General  Instructions 

Standard  Sizes  and  Forms 

Letter  Writing 

Reports  

Communications  to  the  Board 

Handling  Mail  

Filing  and  Indexing  in  General 

Filing  and  Indexing  Letters,  Reports  and  other  Commu- 
nications   

Filing  and  Indexing  Drawings 

Filing  and  Indexing  Photographs  

Filing  and  Indexing  Catalogs  and  Books 

Listing  References  to,  and  Reviewing  Articles  in,  Engi- 
neering Periodicals  and  Books 

Computations  

Drawings  

Surveying 

"Construction  Work 

Reports  of  Employees 

Equipment  and  Supplies 

Expense  Accounts 

^Leases  

Classification  of  Accounts 

Index 


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Digitized  by  the  Internet  Archive 
in  2016  with  funding  from 

University  of  Illinois  Urbana-Champaign  Alternates 


https://archive.org/details/boardofwatersuppOOunse 


LETTER  OF  CHIEF  ENGINEER 

299  Broadway,  New  York, 
April  20,  1906. 

Members  of  Engineering  Bureau : — 

These  general  regulations  have  been  prepared  to  insure 
uniform  and  correct  methods  in  all  departments  of  the  En- 
gineering Bureau.  They  must  be  carefully  studied  and  con- 
scientiously observed.  Obviously  some  details  will  have  to 
be  determined  by  each  Department  Engineer  for  the  peculiar 
requirements  of  his  work.  Special  rules,  whenever  they  are 
necessary,  must  harmonize  with  these  general  instructions. 

Systems  will  not  run  themselves.  Success  depends  upon 
the  faithfulness  of  men.  Each  member  of  the  force  is  ex- 
pected to  co-operate  loyally  with  the  others  in  maintaining 
a high  degree  of  efficiency  in  all  the  work  of  the  Bureau. 

Yours  truly, 

(Signed)  J.  WALDO  SMITH, 
Chief  Engineer. 


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ORGANIZATION 


1.  The  Board  of  Water  Supply  of  the  City  of  New  York 
consists  of  three  Commissioners  appointed  by  the  Mayor. 
Its  forces  are  divided  into  an  Administration  Bureau  and  an 
Engineering  Bureau. 

2.  The  Administration  Bureau  is  under  the  general  super- 
vision of  the  Secretary,  and  at  the  head  of  the  Engineering 
Bureau  is  the  Chief  Engineer.  There  are  three  Consulting 
Engineers.  These  officers  report  directly  to  the  Board. 

ADMINISTRATION  BUREAU 

3.  The  Administration  Bureau  has  charge  of  official  rec- 
ords, accounts,  payrolls,  the  purchase  of  equipment  and  sup- 
plies, and  of  general  executive  matters.  The  work  is  divided 
among  an  auditor,  a head  bookkeeper,  a chief  clerk  and  a 
paymaster,  assisted  by  the  necessary  stenographers,  clerks 
and  messengers. 

4.  All  legal  affairs  come  to  this  Bureau,  and  so  far  as 
necessary,  are  referred  to  the  Corporation  Counsel  or  to 
special  counsel. 

5.  Real  estate  transactions  and  the  settlement  of  all  claims 
relating  to  real  and  personal  property  acquired  by  the  Board 
and  all  claims  for  damages  will  be  handled  by  a special 
department  of  this  Bureau. 

ENGINEERING  BUREAU 

6.  The  Engineering  Bureau  is  composed  of  six  depart- 
ments, determined  by  the  character  and  location  of  different 
parts  of  the  work,  namely:  Headquarters,  Reservoir,  North- 
ern Aqueduct,  Southern  Aqueduct,  Filtration  and  Long 
Island.  The  departments  are  divided  into  divisions,  and  the 
divisions  are  subdivided  into  sections. 


7 


REGULATIONS 


7.  This  Bureau  has  charge  of  all  engineering  matters,  in- 
cluding surveys  of  all  kinds,  designs  and  specifications,  su- 
perintendence of  construction,  and  inspection  of  materials. 

8.  Communications  from  the  Engineering  Bureau  to  the 
Administration  Bureau  will  pass  through  the  hands  of  the 
Chief  Engineer,  Deputy  Chief  Engineer,  or  the  Department 
Engineer  of  the  Headquarters  Department. 

9.  The  organization  of  the  Engineering  Bureau,  so  far  as 
it  can  be  predicted,  is  shown  by  the  accompanying  diagrams, 
which  are  approximate  only  and  subject  to  modification  as 
the  work  develops. 


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13 


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21 


CIVIL  SERVICE  REGULATIONS 


10.  Civil  Service  regulations  must  be  carefully  followed  in 
all  matters  relating  to  selection  for  appointment,  promotion, 
discipline,  transfers,  resignation  and  dismissal  of  employees. 
Any  action  affecting  the  civil  service  standing  of  any  em- 
ployee must  be  promptly  reported  to  Headquarters  office, 
New  York. 

11.  All  communications  to  the  Civil  Service  Commission 
and  all  communications  to  employees  or  applicants  relating 
to  civil  service  matters  appertaining  to  the  Engineering  Bu- 
reau must  pass  through  the  office  of  Headquarters  Depart- 
ment. 

12.  Temporary  or  provisional  appointments  to  positions  in 
the  classified  service  can  be  made  only  from  special  eligible 
lists  furnished  by  the  Civil  Service  Commission  after  non- 
competitive examinations.  The  names  of  all  men  whom  it  is 
desired  to  have  admitted  to  such  examinations  must  be  sent 
to  Headquarters  office.  They  will  be  received  up  to  the  date 
set  b^  Headquarters  Department  and  transmitted  to  the  Civil 
Service  Commission. 


25 


GENERAL  INSTRUCTIONS 


13.  Hours  of  work  in  office  and  field  shall  be  determined 
by  each  department  engineer.  Every  employee  must  be 
punctual  in  attendance  and  faithful  in  performance  of  duty. 
Absence  or  tardiness  without  leave  will  be  considered  a mis- 
demeanor. 

14.  If  a man  finds  he  will  have  to  be  absent,  on  account  of 
illness,  accident  or  other  unforeseen  difficulty,  he  must  get 
someone,  if  he  can  not  do  so  himself,  to  see  that  his  superior 
officer  is  immediately  informed  of  the  reason,  by  the  speediest 
means. 

15.  Whenever  the  work  demands  it,  employees  in  the  classi- 
fied service  may  be  required  to  work  overtime,  or  at  irreg- 
ular hours,  or  on  holidays.  In  return  they  will  not  be  docked 
for  unavoidable  absence,  and,  as  far  as  practicable,  may  be 
allowed  time  off  to  compensate  for  overtime. 

16.  Employees  should  not  entertain  friends  or  attend  to 
private  business  during  working  hours.  If  there  should  be 
sufficient  occasion  for  receiving  a personal  caller,  he  must 
be  met  in  the  waiting  room  or  similar  place  where  conversa- 
tion will  not  interfere  with  the  work  of  others. 

1 7.  Vacation  at  the  rate  of  one  working  day  per  month 
in  any  calendar  year,  to  be  taken  at  times  permitted  by  the 
department  engineer,  will  be  allowed  each  employee  in  the 
classified  service  in  so  far  as  this  practice  will  not  interfere 
with  the  proper  conduct  of  the  work.  They  will  not  be 
permitted  to  take  vacations  until  after  six  months  of  service 
with  the  City,  but  not  necessarily  with  this  Board. 

18.  Every  employee  should  treat  the  public  with  courtesy. 

19.  In  each  office  one  man  or  more  shall  be  designated  to 
open  the  office  at  a suitable  hour  in  the  morning.  It  should 
be  somebody’s  duty  to  see  that  everything  is  left  in  proper 

26 


GENERAL  INSTRUCTIONS 


condition  at  night,  especially  to  care  for  late  mail  and  return 
documents  and  drawings  to  vaults,  or  other  places  of  safe 
keeping. 

20.  The  proper  date  must  be  put  on  each  letter,  memoran- 
dum, sketch,  computation,  page  of  field  notes,  drawing  or 
other  paper  as  soon  as  it  is  made  or  acquired. 

21.  Tables  and  notes  or  other  papers  of  which  tissue  copies 
will  not  be  required,  shall  be  written  in  record  ribbon,  unless 
otherwise  specified  by  the  engineer. 

22.  All  ribbons  used  must  be  Rapid  Roller  purple  copying, 
or  black  record,  excepting  that  red  may  be  used  for  special 
purposes. 

23.  Papers  on  which  computations  or  similar  work  is  in 
progress  must  be  kept  in  note  covers,  subjects  being  separated 
by  partition  leaves  of  thin  cardboard  or  colored  paper,  with 
index  tabs.  When  a subject  or  some  division  of  a subject  has 
been  completed,  or  the  papers  have  become  bulky,  the  sheets 
should  be  transferred  to  an  Ideal  cover,  or  a No.  721  I-P 
cover,  2"  thick,  with  suitable  label  and  index. 

24.  Every  employee  should  always  sign  his  name  in  a uni- 
form style  on  payrolls,  letters  and  other  official  papers.  First 
name,  middle  initial  and  last  name  is  a good  form  of  signa- 
ture, but  any  other  form  than  mere  initials  and  last  name  is 
preferred.  Initials  and  last  name  may  be  used  if  previously 
adopted  as  a man’s  legal  signature. 

25.  Whenever  there  is  a change  of  address  for  payroll  or 
mail,  Headquarters  office  must  be  notified  immediately. 

26.  Proper  receipts  must  be  obtained  for  each  map,  draw- 
ing, paper,  book,  or  other  article  lent,  even  if  it  is  expected 
to  be  returned  in  a very  short  time.  Blank  forms  have  been 
prepared  for  this  purpose.  Nothing  is  to  be  allowed  to  go 
from  any  office  without  proper  permission.  Someone  should 
be  held  responsible  for  securing  receipts. 

27.  In  all  classes  of  work  the  requisite  degree  of  accuracy 
should  be  attained  with  the  least  outlay  of  time  and  money. 

27 


REGULATIONS 


Unnecessary  refinement  is  costly;  carelessness  will  be  cause 
for  discipline. 

28.  Persons  seeking  information  about  any  part  of  the 
work  should  be  referred  to  the  man  in  responsible  charge. 
Employees  are  cautioned  not  to  make  public  official  knowl- 
edge gained  in  the  discharge  of  their  duties. 

29.  Objections  will  be  made  at  times  to  the  employees 
entering  upon  or  crossing  private  property  for  purposes  of 
survey.  This  objection  can  be  overcome  generally  by  a cour- 
teous explanation  of  the  work  with  a guarantee  of  no  wanton 
damage. 

30.  Official  stationery  is  to  be  used  only  for  official  busi- 
ness. Employees  must  not  use  such  stationery  when  writing 
for  trade  catalogs,  reports  or  other  things  for  private  use. 

31.  Telephones  in  the  offices  are  for  department  business. 
Private  calls  may  be  made  only  under  such  conditions  as  the 
department  engineer  shall  prescribe.  All  long-distance  pri- 
vate calls  shall  be  paid  for  by  the  person  making  them. 

32.  No  smoking  will  be  allowed  in  office  buildings,  except 
by  special  permission  of  the  department  engineer. 


28 


STANDARD  SIZES  AND  FORMS 


33.  Standard  sizes  for  stationery,  drawings,  etc.,  have  been 
established  for  universal  use.  Departure  from  standards 
may  be  made  only  by  permission  from  the  Headquarters 
office,  and  for  sufficient  reason.  Papers  not  of  a standard 
size  should,  if  possible,  be  cut  or  folded  to  a standard  size  for 
filing;  if  too  small,  they  may  be  mounted  on  standard  sheets. 


34- 

SIZE  DESCRIPTION 

3"  x 5" — Index  cards,  memoranda,  reference  lists  on  cards. 

5"  x 8" — Field  notes,  record  cards,  printed  specifications  and 
many  printed  forms,  and  pamphlets  for  field 
pocket  use. 

5"xi5",  22"  and  29",  allowing  for  punching  for  rings  in 
note  cover,  and 

8"  x 10",  15",  20",  25",  approximately,  to  be  folded  to  5"  x 
8",  for  diagrams,  tables  and  drawings  to  be  used 
in  field  note  covers  or  otherwise  with  5"  x 8" 
papers. 

6"  x 9" — Printed  reports  and  other  books  or  pamphlets. 

83/2"  x 1 1 "—Letters,  computations,  official  photograph 
mounts,  and  many  printed  forms. 

8j4"  x 14" — Traverse  sheets,  estimates  for  contract  pay- 
ments, expense  accounts,  leases  and  legal  forms. 

11"  x Sy2'',  13"  and  18" — Sketches,  diagrams,  tables  and  small 
drawings  to  accompany  computations,  letters  or 
reports. 

14"  x 17" — Payrolls. 

26"  x 40",  20"  x 29",  1434 " x 20" — Drawings  of  all  kinds.  It 
is  intended  that  by  far  the  greater  number  of  con- 
tract and  working  drawings  shall  be  20"  x 29". 


29 


REGULATIONS 


Real  estate  and  topographical  maps  will  be  mostly 
26"  x 40". 

19"  x 24" — Green  cross-section  sheets  to  be  used  for  estimates 
and  other  purposes. 

35.  Standard  printed  forms  for  routine  work  have  been 
provided.  Other  such  forms  will  be  added  by  the  Head- 
quarters Department  as  necessity  arises.  A complete  sample 
file  of  printed  forms  should  be  kept  in  each  department  office 
for  reference. 


30 


LETTER  WRITING 


36.  Write  concisely.  Deal  with  one  subject  only  in  each 
letter.  Do  not  write  unnecessary  letters. 

37.  Letters  or  other  communications  should  be  written  to 
record  important  transactions  within  the  Engineering  Bureau 
or  between  members  of  this  Bureau  and  outside  persons. 

38.  Routine  notes  of  acknowledgement,  letters  of  which  it 
is  not  necessary  to  file  copies  and  other  relatively  unimportant 
communications,  in  the  discretion  of  the  writer,  need  not  be 
copied. 

39.  All  communications  intended  for  the  personal  attention 
of  the  Chief  Engineer  should  be  addressed  to  him  by  name. 
Letters  concerning  Civil  Service  affairs,  men,  equipment,  sup- 
plies, or  other  matters  of  routine  in  charge  of  Headquarters 
Department  should  be  addressed  to  the  Department  Engineer 
of  Headquarters  Department. 

40.  All  official  communications  from  one  department  to 
another  should  be  addressed  to  the  department  engineer. 
Excepting  routine  communications,  no  official  letters  should 
be  sent  by  a subordinate  without  the  knowledge  of  the  proper 
superior. 

41.  Each  letter  should  be  signed  by  or  in  the  name  of  the 
person  having  responsible  charge  of  the  matter  to  which  the 
letter  relates.  In  many  instances  it  will  be  advantageous  to 
have  the  letter  dictated  by  the  assistant  having  the  matter  im- 
mediately in  hand.  The  initials  or  name  of  the  person  dic- 
tating the  letter  should  be  placed  in  the  upper  left  corner, 
with  the  initials  of  the  stenographer.  If  a letter  is  signed  for 
a responsible  officer,  the  initials  or  name  of  the  person  writing 
the  signature  must  appear  beneath  the  name  of  the  responsi- 
ble officer. 

42.  Kinds  of  letters  to  be  signed  by  or  in  the  names  of 

3i 


REGULATIONS 


subordinates  of  various  ranks  will  be  determined  as  necessary, 
from  time  to  time,  by  the  Chief  Engineer  and  department 
engineers.  Such  subordinates  shall  be  very  careful  to  show 
to  their  superiors  all  letters  of  which  the  superiors  should 
have  knowledge,  preferably  before  they  are  sent,  in  order  that 
the  superiors  may  keep  properly  informed  of  the  work  for 
which  they  are  responsible. 

43.  Letters  written  to  persons  outside  the  Board  of  Water 
Supply  forces  requesting  information  should  be  signed  by  a 
department  or  division  engineer  or  person  of  equal  rank,  and 
at  least  in  all  important  cases,  a department  engineer  or  other 
proper  officer  should  be  informed  of  such  letters  so  as  to  avoid 
annoying  and  unnecessary  repetitions  of  such  requests  to  the 
same  outside  person. 

44.  Letters  to  contractors  or  their  agents,  excepting  those 
concerning  routine  details,  should  be  signed  by,  or  in  the 
name  of  the  department  or  division  engineer  having  charge 
of  the  work.  Such  letters  should  deal  only  with  matters 
within  the  province  of  the  writer,  and  care  should  be  exer- 
cised to  refer  to  the  Chief  Engineer  or  Deputy  Chief  En- 
gineer all  matters  demanding  his  official  attention.  In  writ- 
ing routine  letters  to  contractors  or  their  representatives,  sec- 
tion engineers,  and  others  to  whom  such  matters  may  be 
delegated,  must  be  very  careful  not  to  exceed  the  authority 
given  them. 

45.  A list  of  subjects  for  letters  and  other  communications 
has  been  prepared ; each  one,  written  in  any  office  of  the  En- 
gineering Bureau,  must  have  at  its  head  a subject  taken  from 
this  list,  and  following  the  subject,  in  parenthesis,  should  be 
written  the  exact  subdivision  of  the  subject  to  which  the  letter 
relates.  If  there  is  no  suitable  subject  in  the  list  a new  one 
may  be  suggested  for  approval  to  Headquarters  office,  which 
will  promptly  notify  department  offices  of  additions  to  the 
list.  For  purposes  of  filing  and  indexing,  subjects  are  des- 
ignated by  numbers  and  letters. 

32 


LETTER  WRITING 


INSTRUCTIONS  TO  STENOGRAPHERS 

46.  'Stenographers  and  typewriters  must  be  absolutely  ac- 
curate in  spelling,  in  the  initials  of  names,  and  in  addresses. 
They  should  punctuate  and  paragraph  correctly,  and  call  at- 
tention to  errors  of  diction  or  rhetoric. 

47.  Leave  a margin  an  inch  wide  at  the  left  side  of  all 
papers.  This  will  permit  binding  or  placing  in  note  covers 
if  desired.  Use  paper  of  standard  size,  8*4"  x n". 

48.  The  initials  of  the  person  dictating  a letter,  if  he  be 
other  than  the  one  whose  name  is  subscribed,  and  the  initials 
of  the  stenographer  should  be  put  in  the  upper  left  corner  of 
the  first  page  of  each  letter.  Each  page  after  the  first  should 
have  in  its  upper  left  corner  the  initials  of  addressee,  and  the 
page  number  in  the  upper  right  corner.  When  there  are 
enclosures,  Enel,  should  be  put  in  the  lower  left  corner  of  the 
last  page,  with  a number  to  indicate  the  number  of  enclosures. 
If  an  enclosure  is  typewritten,  in  the  lower  left  corner  of  its 
first  page  should  be  put  Enel,  in  letter  from  ....  to  . . . ., 
giving  initials  of  writer  and  addressee. 

49.  Stenographers  must  see  that  the  right  subject  is  placed 
at  the  head  of  each  letter.  If  no  subject  is  given  by  the  one 
dictating,  the  stenographer  or  copyist  must  look  up  the  right 
subject.  If  the  subject  as  dictated  is  not  worded  as  in  the 
list  of  subjects,  the  stenographer  or  copyist  must  correct  it. 
For  these  purposes  copies  of  the  list  of  subjects  will  be  made 
accessible  to  all  stenographers  and  typewriters  as  well  as  to 
persons  dictating  letters. 

50.  The  name  of  a person  or  place,  or  other  explanatory 
words,  may  be  written  after  a general  subject  to  indicate  to 
what  person  or  place  the  letter  refers  and  aid  in  cross-refer- 
encing. Such  words  should  always  be  put  in  parenthesis. 

51.  The  original  of  each  letter,  excepting  such  as  are  not 
to  be  copied,  must  be  written  in  copying  ink. 

52.  For  the  reference  files,  carbon  copies  are  to  be  made 
of  all  letters,  reports,  etc.,  which  it  is  necessary  to  file  in  the 

33 


REGULATIONS 


office  where  they  originate.  All  letters  going  out  of  any 
department  office  are  to  be  copied  on  green  paper.  All  cor- 
respondence within  one  department,  weekly  reports,  formal 
communications  from  the  Chief  Engineer,  and  similar  docu- 
ments are  to  be  copied  on  white  paper. 

53.  In  writing  letters,  both  sides  of  the  copy  paper  are  to 
be  used.  After  the  first  sheet  of  the  letter  has  been  written, 
using  one  side  of  the  copy  paper,  this  should  be  turned  so 
that  the  second  sheet  of  the  letter  can  be  copied  on  the 
other  side.  Subsequent  sheets  are  to  be  copied  in  like  man- 
ner. This  will  not  apply  to  reports  nor  communications  to 
the  Board. 

54.  In  addition  to  the  above  reference  copy,  tissue  copies 
of  all  communications  worthy  of  record  are  to  be  made, 
preferably  on  a roller  copier,  such  as  made  by  the  Library 
Bureau  or  by  Yawman  & Erbe.  Tissues  of  each  day  should 
be  cut  the  following  morning  to  standard  size,  fastened  to- 
gether and  preserved  in  chronological  order  in  suitable  filing 
cases,  plainly  labeled.  Tissues  are  not  intended  for  ordinary 
reference  but  as  a safeguard. 

55.  Some  letters  are  written  in  the  New  York  office  of  the 
Engineering  Bureau  which  require  the  signature  of  a Com- 
missioner or  of  the  Secretary.  Of  such  a letter  a green  copy 
should  be  made  for  the  files  of  the  Engineering  Bureau  be- 
sides the  white  copy  for  the  Board's  files.  After  the  letter 
has  been  signed  a tissue  copy  should  be  taken. 

56.  A typewritten  or  longhand  copy  of  any  document  must 
be  carefully  compared  with  the  original  to  insure  accuracy, 
especially  in  figures  and  names. 


34 


REPORTS 


57.  The  weekly  reports  of  division  and  department  en- 
gineers should  be  strictly  progress  reports  and  should  state 
in  an  orderly  way  the  work  accomplished  during  the  week 
covered  by  the  report,  using  tabular  forms  or  diagrams 
whenever  these  can  be  employed  to  advantage.  In  many 
such  cases  it  is  desirable  to  show  the  total  work  accom- 
plished to  date  as  well  as  that  done  during  the  week.  So  far 
as  practicable,  each  man’s  reports  should  follow  the  same 
order  from  week  to  week,  so  as  to  expedite  the  compilation 
of  information  from  such  reports  for  the  Chief  Engineer’s 
weekly  reports  and  other  purposes.  Recommendations,  re- 
quests and  predictions  should  be  put  into  letters  and  special 
reports  should  be  written  on  investigations,  accidents  and 
similar  subjects,  although  brief  references  to  such  special  re- 
ports may  be  made  in  a weekly  report. 

58.  Each  section  engineer  shall  make  weekly  reports  to  his 
division  engineer  for  the  week  ending  at  noon  on  Saturday. 
Division  engineers  shall  make  weekly  reports,  ending  Satur- 
day at  noon,  in  duplicate  to  the  department  engineer.  The 
department  engineer  shall  send  one  copy,  accompanied  by 
such  brief  statement  as  he  considers  necessar>,  together  with 
a report  of  the  department  office,  to  the  Chief  Engineer.  The 
other  copy  of  the  division  report  is  to  be  filed  in  the  depart- 
ment engineer’s  office.  Reports  must  be  mailed  from  de- 
partment offices  sufficiently  early  on  Monday  to  reach  the 
Chief  Engineer  on  Tuesday  morning.  If  a division  engineer 
does  not  receive  the  written  report  of  a section  engineer  or 
other  subordinate  at  the  proper  time,  he  should  get  the 
substance  of  it  by  telephone  in  order  to  incorporate  it  in  his 
own  report.  Regular  reports  must  be  rendered  punctually. 

59.  During  preliminary  periods,  before  the  organization  for 

35 


REGULATIONS 


construction  is  completed,  the  method  but  not  the  time  of 
collecting  information  for  periodical  reports  may  be  modified 
as  found  necessary. 

60.  In  Headquarters  office  the  designing  engineers,  the 
principal  assistant  engineers,  the  architect  and  such  others 
as  may  be  designated  shall  prepare,  at  the  end  of  each  week, 
brief  memoranda  on  3"  x 5"  cards  of  the  work  in  their  charge. 
These  memoranda  need  not  mention  purely  routine  work, 
unless  important  changes  be  made,  but  should  report  new 
work  undertaken,  work  finished,  and  progress  on  work  in 
hand. 

61.  All  tables  and  appendices  which  accompany  reports 

must  have  a note  on  them : Accompanying  report  of 

....  (date)  from to 

62.  All  reports  should  be  concise  and  clear  and  conveniently 
arranged;  statistical  matter  should  be  put  into  tables  or  dia- 
grams. 

63.  In  writing  special  reports,  state  clearly  the  pith  of  the 
problem  and  the  results  of  the  investigation  in  one  or  two 
brief  paragraphs  at  the  beginning,  then  proceed  with  the 
detailed  discussion  in  an  orderly  and  logical  progression. 
Conclude  with  a clear  recommendation  for  action  or  a forc- 
ible statement  of  the  lesson  of  the  investigation. 


3d 


COMMUNICATIONS  TO  THE  BOARD 


64.  All  communications  to  be  acted  on  by  the  Board  at  its 
regular  meeting  on  Wednesday  morning  should  be  ready  on 
Tuesday  afternoon.  In  case  of  emergency  a limited  number 
of  important  communications  may  be  presented  Wednesday 
morning. 

65.  An  original  and  four  carbon  copies  on  white  paper 
shall  be  made  of  all  communications  from  the  Engineering 
Bureau  to  the  Board,  the  original  and  three  copies  for  the 
board  and  one  copy  for  the  files  of  the  Engineering  Bureau. 

66.  Communications  from  field  offices  concerning  matters 
to  be  presented  to  the  Board  should  reach  Headquarters  if 
possible  Monday. 


37 


HANDLING  MAIL 


67.  All  official  mail  must  be  received,  stamped  and  dis- 
tributed by  the  file  clerk,  in  Headquarters  office  and  other 
offices  of  sufficient  size  to  need  such  services. 

68.  Each  letter  after  being  opened  must  be  stamped  by  the 
file  clerk  as  follows,  or  with  such  other  dating  stamp  as  may 
be  provided : 


ENG’R.  BUREAU 
' FILE  No- 


REFD. 

Sm 

u 

ATOTa 

5 

F 

JUL  23 1906  I osPM 
READY  ToFILEjS-:^ 

69.  If  a stamp  of  the  kind  shown  is  used,  the  number  of 
the  folder  in  which  the  letter  is  to  be  filed  must  be  written 
after  FILE  NO.  and  in  the  first  square  after  REF’D  must 
be  written  the  first  two  letters  of  the  last  name  of  the  person 
to  whom  the  letter  is  to  be  referred,  as  in  the  first  case  above 
in  which  the  letter  is  to  go  to  Mr.  Smith.  When  this  person 
is  through  with  it,  he  must  put  the  initial  of  his  last  name  in 
the  square  after  AT’D  TO,  under  the  abbreviation  of  his 
name.  In  the  second  square  after  REF’D  the  first  person 
may  write  the  first  two  letters  of  the  last  name  of  any  person 
to  whom  he  wishes  to  refer  the  matter,  as  in  the  second 
example  in  which  Mr.  Smith  has  referred  it  to  Mr.  Flinn. 
The  second  person,  after  handling  the  letter,  must  put  his 
last  initial  in  the  square  after  AT’D  TO,  under  the  abbrevi- 
ation of  his  name.  He  can  refer  it  to  a third  person  and  so 
on  until  the  matter  has  been  completely  attended  to. 

70.  When  placing  his  initial  in  the  space  after  AT’D  TO 

38 


HANDLING  MAIL 


and  referring  a letter  to  another  person,  one  should  be  careful 
to  indicate  by  pencil  note  on  the  margin  what  he  has  at- 
tended to  or  what  remains  to  be  attended  to  by  the  person  to 
whom  the  letter  is  referred. 

71.  If  a person  wishes  a letter  returned  to  him  after  having 
referred  it  to  another,  he  should  refrain  from  putting  his 
initial  in  the  square  after  AT'D  TO.  The  letter  must  then  be 
returned  to  him  before  it  is  filed. 

72.  When  the  last  person  who  is  to  attend  to  the  matter  in 
the  letter  shall  have  finished  with  it,  he  shall  sign  or  stamp  all 
his  initials  after  READY  TO  FILE.  The  letter  should  then 
be  placed  in  a basket  for  filing. 

73.  Communications  addressed  to  the  Chief  Engineer  by 
name,  after  being  opened  by  the  mail  clerk  and  stamped  with 
a time  stamp,  should  be  taken  at  once  to  the  private  secre- 
tary. 

74.  No  letters  originated  in  the  Engineering  Bureau,  or 
received  by  it,  should  go  to  the  Commissioners  until  they 
have  been  examined  by  the  Chief  Engineer  or  by  a properly 
authorized  officer  of  the  Engineering  Bureau. 


39 


FILING  AND  INDEXING  IN  GENERAL 


75.  Filing  is  the  systematic  putting  away  of  papers/draw- 
ings, photographs  or  books.  It  should  be  done  so  that  any- 
thing filed  can  be  gotten  easily  and  quickly  by  any  one 
reasonably  familiar  with  the  method.  The  method  should 
be  so  simple  that  it  can  be  readily  learned.  So  far  as  prac- 
ticable, files  should  be  arranged  so  naturally  and  logically 
and  so  well  labelled  as  to  necessitate  a minimum  use  of  an 
index. 

76.  An  index  should  point  the  way  to  things  in  the  files. 
An  index  should  be  as  simple  and  obvious  as  possible  in  ar- 
rangement, with  plenty  of  helpful  guide  or  partition  cards. 
Colors  can  be  used  advantageously  to  distinguish  different 
kinds  of  cards  in  one  index.  Drawers  or  trays  containing 
the  cards  should  be  plainly  labelled. 

77.  Cross-reference  cards  should  be  made  for  a sufficient 
number  of  words  under  which  a person  may  look  for  anv 
subject  to  insure  his  finding  the  desired  paper,  drawing, 
photograph  or  book.  But  it  is  frequently  better  to  let  a 
person  try  two  or  three  times  than  to  write  an  excessive 
number  of  cross-reference  cards  for  synonymous  words.  Do 
not  increase  the  bulk  of  the  index  by  useless  cards. 

78.  All  important  uncertainties  concerning  filing  and  in- 
dexing should  be  referred  to  Headquarters  Department. 

79.  Everything  to  be  filed  or  to  be  returned  to  the  files 
must  be  put  in  receptacles  provided  for  the  purpose.  Only 
designated  die  keepers  are  to  be  allowed  to  put  anything  into 
or  return  anything  to  any  file.  Otherwise  things  are  sure  to 
be  misplaced. 

80.  Anything  taken  from  a file,  bookcase  or  plan  case  must 
be  accounted  for  at  the  time  and  must  be  returned  as 
promptly  as  possible. 

81.  Only  authorized  persons  shall  have  access,  directly  or 
indirectly,  to  the  official  files  of  letters,  reports  and  other 
documents. 


40 


FILING  AND  INDEXING  LETTERS,  REPORTS  AND 
OTHER  COMMUNICATIONS 

8 2.  Letters,  reports,  etc.,  are  filed  in  letter  size,  four- 
drawer,  golden  oak,  unit  vertical  files  of  the  type  adopted  by 
Headquarters  Department.  File  units  can  be  placed  side  by 
side  to  provide  any  number  of  drawers  needed  as  the  papers 
accumulate.  In  the  drawers  are  folders  of  stout  manila 
paper,  each  large  enough  to  hold  about  fifty  papers. 

83.  The  index  is  on  3"  x 5"  cards,  both  white  and  colored 
cards  being  used  to  make  convenient  distinctions  to  expedite 
search.  The  cards  are  kept  in  single  trays  or  in  cabinets 
of  two  or  more  drawers,  according  to  the  size  of  the  index. 
These  also  are  of  golden  oak,  on  the  unit  plan. 

84.  An  OUT  card,  Sy2"  x 11",  is  put  in  a folder  when- 
ever a letter  is  taken  out,  upon  which  is  stated  when  the  let- 
ter was  taken  out  and  to  whom  it  was  given. 

85.  Guides  or  partition  cards  having  metal  tips  contain- 
ing labels  or  alphabetical  or  other  tabs  are  used  to  subdivide 
the  contents  of  a letter  file  drawer,  to  expedite  the  finding  of 
a desired  paper. 

GENERAL  FILES 

86.  Filing  is  done  by  the  numerical,  vertical  system,  under 
which  a list  of  suitable  subjects  is  established,  each  subject 
being  designated  by  a number  and  its  subdivisions  by  letters 
and  numbers.  The  folders  are  marked  with  these  numbers 
and  letters,  and  arranged  numerically.  Papers  relating  to 
any  one  subject  or  subdivision  are  placed,  on  edge,  in  the 
appropriate  folder,  in  chronological  order,  so  that  when  the 
folder  is  open  flat  with  papers  facing  upward,  the  latest  one 
will  be  on  top.  Upon  each  paper,  when  filed,  should  be 
written  its  file  number  to  prevent  it  from  ever  being  returned 
to  any  other  than  its  own  folder. 

87.  For  purposes  of  filing  and  indexing,  subjects  are  desig- 

nated by  numbers.  Some  subjects  have  no  numbers,  but 
below  each  on  the  index  card  is  written:  See  , in- 


41 


REGULATIONS 


dicating  that  correspondence  on  that  subject  is  filed  in  the 
folder  to  which  reference  is  made. 

88.  Each  paper  will  be  indexed  under  the  subject  of  the 
folder  in  which  it  is  to  be  filed.  Whenever  a paper  treats 
of,  or  relates  indirectly  to,  more  than  one  subject,  cross- 
reference  cards  under  appropriate  headings  should  refer  to 
it.  In  case  of  doubt  the  paper  should  be  filed  under  the 
most  probable  subject,  and  cross-reference  cards  made  under 
other  possible  headings. 

89.  Cross-indexing,  that  is  making  entries  on  two  or  more 
cards,  will  frequently  be  advantageous  instead  of,  or  in  addi- 
tion to,  cross-referencing. 

90.  The  following  are  samples  of  cards : 


Borings, 

12 

Smith,  John 

Brown,  Wm. 

O 

31 

Staaia  Rods, 

46 

Smith.  John 

O 

91.  The  first  card  indexes  correspondence  with  John  Smith 
filed  in  folder  No.  12 , which  contains  correspondence  relat- 
ing to  borings.  As  some  or  all  of  Smith’s  correspondence 

42 


FILING  AND  INDEXING  LETTERS,  ETC. 


Transits, 

31 

Brown,  Wm. 

O 

also  refers  to  stadia  rods,  it  is  cross-indexed  on  the  card  for 
this  subject. 

9 2.  The  third  card  indexes  correspondence  with  William 
Brown,  filed  in  folder  No.  31,  which  contains  correspondence 
relating  to  transits,  but  some  or  all  of  Brown’s  correspond- 
ence also  refers  to  borings  and  is  therefore  cross-indexed  on 
the  card  for  this  subject. 

CONTRACT  CORRESPONDENCE 

93.  Correspondence  concerning  each  of  the  formal  num- 
bered contracts  shall  be  filed  by  itself  according  to  the  sys- 
tem described  for  the  general  file,  using  the  same  list  of 
subjects  so  far  as  may  be  necessary.  In  these  files  each 
folder  besides  having  the  regular  subject  number  shall  have 

stamped  conspicuously,  CONTRACT  NO Files  of 

two  or  more  contracts  may  be  put  into  the  same  drawer  and 
separated  by  suitable  guides,  each  guide  being  plainly  labelled 
with  the  number  of  its  contract  and  the  name  of  the  con- 
tractor. 

94.  Card  indexes  for  contract  correspondence  likewise 
should  be  kept  separate,  but  reference  cards  to  information 
which  may  be  for  general  application  should  be  put  into  the 
index  to  the  general  file. 

SPECIAL  FILES 

95.  Most  of  the  correspondence  will  be  filed  in  a general 
file  with  a general  index.  In  Headquarters  office  a few 

43 


REGULATIONS 


special  files  have  been  established  and  others  may  be  added 
if  found  really  necessary.  A few  similar  special  files  may 
become  advantageous  in  the  field  offices,  but  special  files 
should  be  avoided,  and  with  very  few  exceptions  personal  or 
individual  files  should  not  be  allowed.  Such  files  are  likely 
to  lead  to  confusion  and  so  spoil  a good  system,  besides  caus- 
ing unnecessary  duplication  of  work  and  waste  of  stationery. 
Of  course  a man  may  withhold  and  properly  care  for  com- 
munications of  a semi-private  or  confidential  nature  which 
for  obvious  reasons  should  not  be  put  in  a general  file. 

96.  The  special  files  in  Headquarters  office  are  as  follows : 

1.  Applications  for  employment. 

2.  Opinions  of  Corporation  Counsel. 

3.  Communications  of  Chief  Engineer  to  Board  and  of 

Board  to  Chief  Engineer. 

4.  Weekly  and  other  routine  reports. 

97.  Applications  for  employment  are  filed  alphabetically 
according  to  the  names  of  the  applicants.  For  purposes  of 
reference  applications  are  classified  according  to  positions. 
These  classes  are  indexed  alphabetically,  the  name  of  each 
class  being  written  on  a guide  card. 

98.  Opinions  of  Corporation  Counsel  are  filed  in  chrono- 
logical order  and  indexed  with  salmon  colored  cards  in  the 
general  index  under  the  subjects  of  which  they  treat. 

99.  Communications  of  the  Chief  Engineer  to  the  Board 
are  numbered  in  chronological  order  and  have  a special  index. 
They  are  cross-indexed  with  blue  cards  in  the  general  index 
under  the  subjects  of  which  they  treat.  Communications  of 
the  Board  to  the  Chief  Engineer  are  filed  and  indexed  in  a 
similar  manner. 

100.  Periodical  routine  reports  are  filed  chronologically, 
each  in  its  own  series.  Special  indexes  may  be  made  for 
them,  if  found  necessary. 

101.  Special  reports  are  filed  in  the  general  file  under  the 
subjects  of  which  they  treat. 


44 


FILING  AND  INDEXING  DRAWINGS 


102.  One  man  in  each  office  shall  be  held  responsible  for 
the  proper  filing  of  the  drawings  and  he  alone  should  be  al- 
lowed to  put  away  drawings. 

103.  In  each  office  all  drawings  received  from  other  offices 
should  pass  first  through  the  hands  of  a designated  man, 
possessed  of  sufficient  knowledge,  who  will  see  that  each 
drawing  is  properly  introduced  into  the  system  of  filing  and 
indexing  or  otherwise  attended  to. 

104.  Drawings  are  to  be  filed  in  the  plan  cases  provided 
for  the  purpose  and  indexed  on  3"  x 5"  cards  which  will  be 
kept  in  convenient  cabinets.  Cases  and  drawers  will  be 
numbered.  It  is  expected  that  suitable  buildings  will  be 
erected  by  the  Board  for  the  field  offices  and  that  each  office 
will  be  provided  with  a vault.  Plan  cases  and  other  filing 
cases  for  these  offices  have  been  designed  on  the  unit  system 
to  fit  these  vaults,  but  they  are  also  suitable  for  use  outside 
the  vaults.  All  important  drawings,  indexes  and  other  rec- 
ords should  be  kept  in  the  vaults  when  not  in  actual  use. 

105.  Besides  bearing  a case  and  drawer  number  to  show 
where  it  is  filed,  each  drawing  will  be  given  an  accession 
number  which  will  distinguish  it  from  all  other  drawings 
and  consequently  be  the  convenient  and  certain  designation 
for  the  drawing  in  computations,  correspondence  or  conver- 
sation. Accession  sheets  will  contain  complete  description 
and  record  of  every  drawing  made  or  acquired  by  an  office 
of  the  Bureau  for  permanent  filing.  There  is  a double  space 
across  the  accession  sheet  for  each  drawing. 

106.  An  accession  number  shall  be  given  to  a drawing  as 
soon  as  it  is  well  started — at  any  rate  as  soon  as  any  compu- 
tations are  made  relating  to  it.  The  exact  title  and  descrip- 
tion can  be  filled  out  on  the  accession  sheet  when  they  are 
determined.  This  applies  to  the  paper  drawing.  The  trac- 
ing of  a drawing  is  given  the  number  already  taken,  unless 

45 


REGULATIONS 


the  drawing  contains  important  matters  not  traced,  or  is 
traced  on  more  than  one  tracing,  or  the  original  paper  draw- 
ing is  kept  permanently,  in  which  case  a new  number  is 
taken  for  the  tracing.  The  paper  drawing  should  be  en- 
dorsed: See  tracing  of  same  number,  or:  Traced  partly  as 
Acc , as  the  case  may  be. 

107.  If  a drawing  is  revised,  the  new  drawing  should  be 
given  a new  accession  number  and  date  and  marked : Revised 
from  Acc.  . . .,  and  its  predecessor  should  be  marked:  Super- 
seded by  Acc.  . . . The  same  notes  should  be  written  in  the 
accession  sheet  under  REMARKS,  and  on  the  index  cards. 

108.  Temporary  accession  sheets,  properly  numbered  on 
the  line  for  each  drawing,  will  be  kept  in  each  drafting  office, 
on  which  the  draftsmen  can  make  entries  as  needed.  When 
a temporary  sheet  is  filled,  a new  sheet  properly  numbered 
in  advance  will  be  substituted.  The  filled  sheet  should 
promptly  be  checked  and  corrected,  and  then  sent  to  Head- 
quarters or  some  other  office  having  a large  flat-platen  type- 
writer, where  it  will  be  neatly  copied  in  triplicate.  One 
copy,  with  the  original,  will  be  returned,  the  second  sent  to 
the  appropriate  department  office  and  the  third  retained  at 
Headquarters.  These  copies  will  be  kept  in  suitable  loose-leaf 
covers.  After  filing  the  final  accession  sheets  and  copies, 
the  temporary  sheets  may  be  destroyed. 

109.  As  soon  as  a drawing  which  is  to  be  kept  permanently 
in  any  Board  of  Water  Supply  office  is  received  from  some 
other  Board  office,  it  is  to  be  indexed  under  its  original  ac- 
cession number  and  not  reaccessioned.  Each  drawing  there- 
fore will  bear  but  one  accession  number  by  which  it  can 
always  be  identified  in  whichever  office  it  may  be. 

no.  The  accession  number  is  to  be  put  in  ink  on  each 
drawing  in  its  lower  right  corner.  The  entry  is  to  be  made 
on  the  accession  sheet,  as  directed  below. 

in.  Under  TITLE,  write  the  title  of  the  drawing  in  full, 
excepting  the  two  lines  which  appear  on  all  drawings  made 

46 


FILING  AND  INDEXING  DRAWINGS 


in  Board  offices:  City  of  New  York.  Board  of  Water  Sup- 
ply. 

1 12.  Under  DESCRIPTION,  write,  briefly,  enough  about 
the  drawing  to  tell  what  it  shows.  Do  not  repeat  what  is  in 
the  title  but  supplement  it.  Abbreviations  which  can  be 
readily  interpreted  may  be  used  here. 

1 13.  In  the  column  headed  PURPOSE  OF  DRAWING, 
use  the  following  abbreviations : 

L Land  plan,  or  map. 

P Preliminary  drawing,  or  study. 

C Contract  drawing. 

W Working  drawing. 

E Estimate  cross-section,  progress  diagram  or  simi- 
lar drawing. 

R Record  drawing  (of  completed  construction  work). 

Z Foreign  drawing  used  for  reference. 

1 14.  Under  KIND  OF  PAPER  AND  SIZE  IN  INCHES, 
use  the  following  abbreviations  on  the  upper  line  and  on  the 
lower  line  write  the  outside  dimensions  of  the  drawing: 


w 

White  paper. 

B 

Brown  paper. 

T 

Tracing  cloth. 

T P 

Tracing  paper. 

W P 

White  print. 

G P 

Gray  or  green  print. 

B P 

Blue  print. 

Black 

Black  print. 

Lith 

Lithograph. 

Cr-Sec 

Cross-section  paper  or  cloth. 

T Cr-Sec 

Tracing  cross-section  paper  or  cloth. 

Pro 

Profile  paper. 

T Pro 

Tracing  profile  paper. 

Neg 

Vandyke  negative. 

M 

Mounted  on  cloth  (to  be  written  after 
other  designation). 

47 

REGULATIONS 


115.  The  column  headed  WHERE  FILE,  should  be  filled 
in  pencil  with  case  and  drawer  numbers  as  soon  as  the  draw- 
ing can  be  given  a place  in  one  of  the  plan  cases.  If  the 
drawing  should  ever  be  put  into  another  plan  case,  the  num- 
bers on  the  accession  sheet  should  be  changed  at  once,  also 
the  corresponding  numbers  on  the  drawing,  and  on  all  index 
cards. 

11 6.  In  the  column  headed  INDEX  UNDER,  shall  be 
written  a word,  to  be  put  on  the  index  card,  under  which  a 
person  would  naturally  or  properly  look  when  searching  for 
the  drawing. 

1 17.  The  different  departments  will  be  designated  by  let- 
ters, as  follows,  in  filing,  indexing  and  accessioning  draw- 
ings, and  will  have  the  colors  given  for  distinguishing  index 
cards.  Foreign  drawings,  meaning  those  originating  outside 
of  this  Board’s  jurisdiction,  will  be  designated  by  an  X. 

Color  of  Cards 
Salmon 
Green 
Blue 
Fawn 
Cherry 
Canary 

Color  of  Dept, 
where  filed. 

1 18.  Divisions  will  use  their  department  colors  and  be 
designated  as  follows: 

Headquarters  Department 


Designing  Division  (no  letter) 

Real  Estate  Division  E 

Inspection  Division  A 

Pipe  Line  Division  P 


Headquarters  Department  (no  letter) 
Reservoir  Department  R 

Northern  Aqueduct  Department  N 

Southern  Aqueduct  Department  $ 

Filtration  Department  F 

Long  Island  Department  |_ 

Foreign  Drawings  X 


48 


FILING  AND  INDEXING  DRAWINGS 


Reservoir  Department 

Eastern  Division  RE 

Western  Division  RW 

Real  Estate  Division  RR 

Northern  Aqueduct  Department 
Esopus  Division  NE 

Wallkill  Division  NW 

Hudson  River  Division  NH 

Fishkill  Mountain  Division  NF 

Peekskill  Division  NP 

Southern  Aqueduct  Department 
Croton  Division  sc 

Kensico  Division  SK 

White  Plains  Division  sw 

Hill  View  Division  SH 


1 19.  Each  department  office  and  each  division  will  acces- 
sion all  its  drawings  independently,  each  having  a series  of 
numbers  beginning  at  1 ; but  each  department  office  will  place 
before  the  number  its  department  letter.  Each  division  will 
place  its  division  letters  before  its  number. 

120.  Thus:  491,  S 5440  and  F721  indicate  drawings 

originated  in  the  Headquarters,  Southern  Aqueduct  and  Fil- 
tration Department  offices  respectively,  and  NE299  *s  the 
accession  number  of  a drawing  originated  in  one  of  the  offices 
of  the  Esopus  Division  of  the  Northern  Aqueduct  Depart- 
ment. Division  offices  will  supply  section  offices  with  acces- 
sion numbers  by  sending  temporary  accession  sheets  properly 
numbered  in  advance.  Section  office  drawings  will  be  ac- 
cessioned as  though  they  originated  at  division  offices ; that 
is,  a section  office  will  not  have  an  independent  series  of 
numbers,  but  will  use  blocks  of  numbers  in  the  division 
series. 

121.  The  sections  on  the  aqueducts  shall  be  numbered  with 
one  series  of  numbers  on  each  aqueduct,  following  the  flow 
of  the  water,  beginning  on  the  Catskill  Aqueduct,  at  the 

49 


REGULATIONS 


Ashokan  Reservoir  and  ending  at  the  Hill  View  Reservoir. 
Other  sections  may  be  numbered  with  a separate  series  for 
each  division.  Drawings  shall  be  filed  in  drawers  in  the 
cases  primarily  according  to  size,  but  groups  of  drawers  of 
each  size  shall  be  assigned  to  drawings  according  to  subjects, 
for  the  general  drawings,  and  to  sections  for  the  aqueducts. 
In  this  way  natural  and  usual  groups  of  drawings  will  be 
found  all  together,  without  necessitating  tedious  references 
to  the  index  cards  for  each  drawing  and  the  taking  out  and 
returning  of  the  drawings  themselves  to  many  scattered 
drawers. 

122.  All  drawings  having  a title  referring  to  location  along 
any  aqueduct  must  have  it  so  worded  that  the  clause  follows 
the  flow  of  the  water.  For  example : Location  of  Catskill 
Aqueduct  from  Fishkill  to  Peekskill,  and  not:  from  Peekskill 
to  Fishkill.  File  such  drawings  in  the  drawer  allotted  to 
the  section  which  includes  the  up-stream  end,  disregarding 
the  down-stream  end. 

123.  All  drawings  in  each  department  and  division  office 
shall  be  indexed  on  SUBJECT  cards  of  the  form  shown  be- 
low, the  distinguishing  color  of  the  department  where  the 
drawing  originated  being  used.  All  of  these  cards  are  to 
be  kept  in  the  same  index.  The  guide  cards  are  buff  colored. 


SUBJECT 

TITLE 


DATE 

PURPOSE 

SCALE 

ACC 

KIND 

CASE 

SIZE 

DRAWER 

FORM  NO  91  E 


50 


FILING  AND  INDEXING  DRAWINGS 


124.  Cross-references  shall  be  made  in  sufficient  number 
to  insure  the  finding  of  the  drawing,  plain  white  cards  being 
used.  Index  cards  shall  be  typewritten  so  far  as  practicable. 

125.  Drawings  or  copies  of  drawings  from  other  Board 

offices,  if  filed  in  the  office  where  received,  shall  be  indexed 
on  RECEIVED  cards  of  the  color  of  the  department  from 
which  they  come,  these  cards  being  kept  as  a separate  index. 
In  the  Headquarters  accession  sheet  of  the  department  from 
which  they  come,  note  under  Remarks  as  follows : Hqs.  Copy 
Case Dr 


ACC  RECEIVED 

CASE 

DRAWER 

TITLE 

DESCRIPTION 

DATE 

PURPOSE 

SCALE 

KIND 

SIZE 

FORM  NO  93E 

126.  Should  any  drawing  be  sent  to  another  office  for  per- 
manent or  temporary  filing,  or  taken  from  its  files  for  any 
other  purpose,  for  any  considerable  length  of  time,  a proper 
note  should  be  made  on  the  back  of  its  index  card.  Receipt 
should  be  taken  for  any  drawing  leaving  its  file. 

127.  Division  engineers  may,  if  they  see  fit,  devise  methods 
of  indexing  their  section  office  drawings  so  as  to  distinguish 
them  from  those  originating  in  division  offices. 

128.  If  any  drawing  which  has  been  given  an  accession 
number  be  destroyed  or  sent  permanently  from  the  office  in 
which  it  was  filed,  a note  of  the  facts  shall  be  made  in 
REMARKS  column  opposite  the  correct  number  on  the  final 
accession  sheet. 

5i 


UHW0SIW 


FILING  AND  INDEXING  PHOTOGRAPHS 


129.  Photographs  are  to  be  of  uniform  sizes,  6j4"  x 8^" 
for  outdoor  work  and  7"  x 10"  for  copying  drawings.  For 
special  work  suitable  sizes  may  be  permitted. 

130.  Finished  photographs  for  the  official  file  at  Head- 
quarters office  are  to  be  printed  on  8^4 " x 11"  heavy,  un- 
mounted Velox,  platinum  or  other  paper,  giving  a permanent 
black  or  gray  picture  on  white  ground.  Photographs  for 
department  files  may  be  like  those  for  Headquarters,  or 
mounted  silver  prints. 

13 1.  Each  department  is  to  number  its  photographic  nega- 
tives in  a series  of  its  own,  beginning  with  No.  1,  and  to 
keep  an  index  of  photographs,  with  a cross-index  by  num- 
bers and  the  necessary  cross-references.  Each  plate  is  to  be 
marked  in  or  near  lower  right  corner  with  subject,  location, 
date  and  number,  the  department  letter  being  placed  before 
the  number  with  a space  between.  Plates  are  to  be  stored  in 
places  which  will  be  designated  by  Headquarters  office  or  by 
the  department  engineer. 

132.  Department  engineers  may  furnish  division  and  sec- 
tion offices  with  prints  as  they  are  needed,  these  prints  to  be 
indexed  as  already  provided  for  department  offices.  Blue 
prints  will  probably  be  sufficient  for  these  purposes. 

133.  Prints  of  official  photographs  must  not  be  furnished 
gratis  for  private  use.  If  feasible,  arrangements  will  be  made 
by  which  individuals  may,  with  the  permission  of  the  de- 
partment or  division  engineer,  secure  prints  of  specified  pho- 
tographs at  cost. 

134.  Official  files  of  photographs  in  Headquarters  and  field 
department  offices  are  to  be  kept  in  standard  Sy2"  x 11" 
letter  file  drawers.  Files  are  to  be  divided,  so  as  to  keep 
photographs  of  real  estate,  construction  progress  photo- 

52 


FILING  AND  INDEXING  PHOTOGRAPHS 


graphs,  and  photographs  for  accident  and  damage  cases  sepa- 
rate. Each  class  should  be  subdivided  by  metal-tip  guide 
cards,  according  to  locality  or  subject.  In  each  subdivision 
the  pictures  should  be  arranged  in  chronological  order.  An 
OUT  card  should  be  used  if  a photograph  is  taken  from  the 
file. 


53 


FILING  AND  INDEXING  CATALOGS  AND  BOOKS 


135.  Reference  books  and  manuals  are  indexed  under  titles 
and  authors,  and  cross-indexed  under  subjects  as  fully  as  pos- 
sible with  a reasonable  amount  of  work.  The  cards  are 
then  placed  in  the  drawers  or  trays  in  alphabetical  order. 
White  cards  are  used  for  subjects  and  buff  cards  for  authors. 

136.  Catalogs  and  circulars  are  classified  under  three  sizes 
for  convenience,  as  follows : 

File  A — Small  catalogs,  up  to  7"  x 9". 

B — Medium,  from  A size  up  to  9"  x iiJ4". 

C — Larger  sizes  than  B. 

Each  class  is  filed  alphabetically  by  firm  names.  They  are 
indexed  by  subjects  and  by  firm  names  on  3"  x 3"  cards. 


54 


LISTING  REFERENCES  TO,  AND  REVIEWING  ARTICLES 
IN,  ENGINEERING  PERIODICALS  AND  BOOKS 


137.  Whenever  searching  literature  for  existing  knowl- 
edge to  aid  in  designing  or  constructing  portions  of 
the  works,  information  from  periodicals,  books  and  other 
sources  is  to  be  recorded  under  prearranged  schedules  of 
topics,  made  up  carefully  in  detail,  before  looking  up  refer- 
ences, in  order  that  a clear  idea  of  the  kind  of  information 
needed  may  be  in  mind.  Below  is  given,  as  Example  I,  a 
schedule  of  topics  used  in  looking  up  tunnels. 

138.  With  the  schedule  of  topics  in  mind,  make  a list  of 
headings  under  which  information  is  likely  to  be  found  in 
indexes ; other  headings  will  probably  suggest  themselves  as 
the  indexes  are  consulted  and  these  should  be  added  to  the 
list.  When  subjects  have  been  thus  added,  each  index  re- 
ferred to  should  be  run  over  again  so  that  at  the  end  of  the 
work  it  can  be  said  that  each  of  the  subjects  has  been  looked 
up  in  each  of  the  indexes.  The  list  used  in  the  case  of  tun- 
nels is  given  below  as  Example  II. 

139.  Lists  of  references  should  be  kept  with  the  same  neat- 
ness as  computations  and  will  be  filed  with  the  information 
collected  in  order  to  show  just  what  ground  has  been  cov- 
ered. The  standard  computation  paper  is  to  be  used. 

140.  In  reviewing,  record  information  under  as  many  of  the 
topics  in  the  schedule  as  are  covered  by  the  article.  Min- 
imize words  by  using  the  numbers  of  the  topics,  assuming 
that  the  notes  will  be  read  in  connection  with  these  topics. 
Record  separately,  either  wholly  or  for  such  topics  as  are 
necessary,  different  sections  of  the  work  described  in  the 
article,  when  the  work  in  one  section  is  notably  different  from 
that  in  another  and  the  requisite  information  for  the  separate 
record  is  given. 


55 


REGULATIONS 


PERIODICALS 

141.  Consult  such  indexes  of  periodicals  as  directed  by  the 
engineer  in  charge,  listing  under  each  periodical  the  refer- 
ences which  appear  pertinent,  and  using  a brief  catch-phrase 
with  each  reference  to  indicate  the  nature  of  the  information 
to  be  expected.  For  general  engineering,  the  Engineering 
Index,  Volumes  I.  to  IV.  (the  fourth  not  yet  being  published 
but  available  at  the  office  of  the  Engineering  Magazine),  the 
Indexes  to  Engineering  News  covering  1890  to  1904  and  the 
volume  of  indexes  of  the  Engineering  Record  will  be  found 
sufficient  in  most  cases. 

REPORTS,  TREATISES,  ETC. 

142.  It  frequently  will  be  necessary  to  consult  public  re- 
ports, treatises  and  other  sources  of  information.  The  card 
catalog  of  the  American  Society  of  Civil  Engineers,  or  such 
other  libraries  as  may  be  available,  will  be  found  useful  for 
this  purpose. 

143.  The  work  up  to  this  point  should  be  done,  or  carefully 
followed,  by  a man  who  has  a proper  grasp  of  the  subject  to 
be  investigated.  The  subsequent  reviewing  or  searching  may 
then  be  done  by  some  painstaking  assistant. 

EXAMPLE  I. 

Schedule  of  Topics  for  Tunnel  Research 

144.  Note:  This  list  refers  exclusively  to  through  tunnels 

built  from  within,  and  not  to  tubes  built  or  sunk,  or  subways 
built  by  open-cut  method. 

0.  Author  of  article  and  his  connection  with  the  work. 

1.  Name  and  purpose. 

2.  Location,  both  geographical  and  with  reference  to 

topography. 

3.  Name  of  designing  engineer. 

4.  Name  of  constructing  engineer. 

56 


LISTING  REFERENCES 


5.  Name  of  contractor. 

6.  Size  of  finished  tunnel  (brief  wording — details  later). 

Shafts 

7.  Depths  of  shafts. 

8.  Number  of  shafts — considerations  controlling  location. 

9.  Sizes  of  shafts — considerations  controlling  size. 

10.  Materials  penetrated. 

11.  Methods  of  excavation,  hoisting,  etc. 

12.  Timbering;  arrangement,  sizes. 

13.  Lining;  material,  dimensions,  conditions  necessitating, 

pressures  assumed  or  developed. 

14.  Progress  and  cost. 

Tunnel  Proper 

15.  Sketch  with  dimensions  and  details  of  cross-sections.  If 

timbering  details  are  available,  sketch  those  also. 

16.  Design — loads  assumed,  timbering  and  lining;  reasons  for 

choice  of  section;  comments  on  success  or  failure  of 
different  features ; difficulties  of  construction ; loads 
actually  developed,  hydrostatic  or  otherwise.  Note 
especially  about  internal  pressure  in  conduits  for  water 
works  and  similar  service. 

17.  Length. 

18.  Material  penetrated;  comparison  of  preliminary  investi- 

gation with  actual  finding;  depth  and  character  of 
overlying  material. 

19.  Method  of  doing  the  work,  heading  or  drift;  loosening, 

loading  and  hauling  material ; shield,  air  pressure ; 
freezing,  etc. 

20.  Length  of  haul  on  surface  and  method  of  disposal  of  spoil. 

21.  (Hard  ground.)  Number,  depth  and  size  of  hauls;  head- 

ing and  bench. 

22.  (Hard  ground.)  Speed  of  drilling,  or  data  from  which  it 

can  be  computed. 

23.  (Hard  ground.)  Explosives,  kind,  charge,  lbs.  per  cu. 

57 


REGULATIONS 


yard  or  data  from  which  it  can  be  computed ; heading 
and  bench. 

24.  Accuracy  of  excavation,  excess  in  size  of  hole  obtained 

over  that  specified,  reasons. 

25.  Lining:  why  used,  material  and  methods  of  construction; 

care  of  water  during  construction. 

26.  Lining : classifications  Lining  and  Backing — definitions, 

how  measured  and  proportion  of  each  as  built. 

27.  Lining : space  over  arch,  how  filled. 

28.  Leakage : record  specially  all  facts  on  leakage  through 

ground  and  through  lining,  both  during  construction 
and  after  completion ; also  tests,  inspection,  etc. 

29.  Co-efficients : hydraulic,  assumed  in  design ; developed  in 

tests. 

Contractor’s  Plant 

30.  Brief  description  and  cost:  (a)  hoisting,  (b)  drilling,  (c) 

lighting,  (d)  ventilating,  (e)  pumping,  (f)  removing 
spoil.  Facts  about  power  and  general  operations,  such 
as  on  handling  water. 

31.  Provisions  for  care  of  men:  hospitals;  arrangement  of 

air-locks,  etc. ; dangers,  difficulties  and  remedies. 

32.  Chronology  and  progress : dates  and  intervals  of  time, 

showing  progress  broadly,  and  as  far  as  given  in  detail, 
i.  e.  (a)  date  of  signing  contract,  (b)  work  begun, 
(c)  shafts  finished,  (d)  excavation  completed,  (e) 
lining  begun,  (f)  lining  completed,  (g)  rates  of  pro- 
gress. 

33.  Cost:  any  data  given  in  as  much  detail  as  is  found.  On 

works  of  Metropolitan  Water  or  Sewerage,  do  not  re- 
cord contract  prices,  as  we-have  copies  of  bids ; in  other 
cases  consult  bids  in  supplements  of  magazines  or  else- 
where, and  copy  important  items  and  totals. 

34.  Legal  questions : Description  of  any  litigation  or  dis- 

cussions relative  to  measuring,  or  equity  of  specifica- 
tions, classification  of  materials  or  quality  of  work. 

58 


LISTING  REFERENCES 


EXAMPLE  II. 

Tunnel  Research 

145.  Topics  Looked  up  in  Indexes. 

( Initial  List.) 

1.  Aqueducts. 

2.  Drainage,  drain. 

3.  Hydro-electric  plants. 

4.  Irrigation. 

5.  Mining;  mine  drainage  works. 

6.  Railroads,  or  railways. 

7.  Sewers,  sewerage. 

8.  Shafts. 

9.  Tunnels,  tunnelling,  tunnel  lining. 
to.  Water  power  development. 

( Topics  added  as  work  progressed.) 

Intakes. 

Mining:  congelation,  freezing  process. 
Subway. 

Underground  railway. 

Swelling  earth. 

Shield. 

Viaducts : subaqueous. 

Waterworks  : — water  supply. 


59 


COMPUTATIONS 


146.  For  survey  computations,  such  as  stadia  notes  and 
traverse  tables,  and  for  estimates  for  payments  under  con- 
tracts, special  sheets  are  provided,  for  which  see  sample  books 
of  printed  forms. 

147.  Each  assistant  engaged  upon  general  computations 
will  be  furnished  with  an  individual  computation  cover  hold- 
ing standard  punched  computation  sheets,  Sy2"  x n"  in  size, 
with  printed  blank  heading.  All  general  computations  must 
be  made  in  ink  on  these  sheets,  using  one  side  only,  except 
as  otherwise  directed  by  a department  or  division  engineer. 
The  margin  on  the  left  of  each  sheet  must  be  kept  blank. 
This  will  make  it  possible  to  get  a print  of  any  sheet,  if 
needed,  and  thus  save  copying.  Computers  are  expected  to 
provide  themselves  with  fountain  pens  for  black  and  for  red 
ink.  Corrections  shall  always  be  in  red,  no  erasures  being 
made.  Carter’s  Raven  Black  ink  is  suitable  for  obtaining 
blue  prints. 

148.  A carefully  selected  and  classified  list  of  subjects 
for  file  numbers  of  computations  has  been  prepared.  This 
classification  of  subjects,  with  an  explanation  of  its  use, 
will  be  issued  as  a separate  publication  and  assistants  should 
study  it  so  that  computations  may  be  made  exactly  in  ac- 
cordance with  it.  In  this  system  numbers  and  letters  are 
used  to  designate  subjects  and  the  nature  of  computations 
upon  them.  The  list  thus  becomes  an  index  showing  the 
order  of  filing  of  computations,  differing  from  the  usual  index 
in  that  it  exists  before  the  matter  to  be  indexed  is  composed 
and  constitutes  a mould  in  which  the  matter  is  cast.  The 
index  therefore  exists  early  in  the  work,  instead  of  being 
delayed  in  formation  until  it  is  of  little  use. 

149.  In  order  that  the  index  shall  remain  a true  one,  how- 
ever, it  is  necessary  that  it  shall  be  rigidly  followed  even 

60 


6i 


REGULATIONS 


when  seemingly  strained.  To  keep  the  work  uniform  a com- 
petent engineer  should  be  designated,  in  each  office,  to  super- 
vise the  selection  of  file  numbers  and  do  the  filing. 

150.  Before  beginning  any  computation,  the  File  No., 
given  in  the  index  of  subjects,  should  be  ascertained  and  in- 
serted in  the  sheet,  after  which,  under  Subject,  should  be 
written  the  classified  subject  and  subdivision  and,  briefly  and 
clearly,  the  nature  of  the  computations.  If  the  list  of  subjects 
seems  inadequate  or  inapplicable  in  any  case,  the  attention  of 
the  engineer  in  charge  should  be  called  to  the  matter  so  that 
a suggestion  for  improving  the  list  may  be  sent  to  Headquar- 
ters and  necessary  additions  or  modifications  made. 

1 5 1 . When  as  is  usual  a number  of  computations  of  various 
sorts  are  necessary  to  solve  a comprehensive  problem,  the 
individual  computations  should  be  general  in  their  applica- 
tion and  elementary  so  far  as  possible,  so  that  the  individual 
computations  may  be  useful  in  solving  other  problems.  For 
such  cases,  the  results  only  need  be  collected  and  used  in 
solving  the  specific  problem.  In  order,  however,  to  show 
under  what  conditions  the  individual  computations  have  been 
made,  a reference  to  the  main  problem  that  occasioned  them 
is  to  be  placed,  by  subject,  stated  briefly  and  by  file  and  ac- 
cession numbers,  after  the  heading,  Made  in  Connection 
with. 

152.  In  the  space  for  Acc.  No.  on  each  computation  sheet 
is  to  be  placed  the  department  and  division  letters,  given  in 
paragraphs  117  and  118,  followed  by  a hyphen,  the  letter 
denoting  the  computer,  and  the  figures  giving  the  serial  num- 
ber of  the  computation  sheets  used  by  the  computer  in  ques- 
tion. 

153.  In  each  office,  in  addition  to  the  engineer  in  charge 
of  filing  of  computations,  a man  is  to  be  designated  to  keep 
a stock  of  numbered  sheets  for  each  man  belonging  to  the 
office.  This  rule  has  been  found  necessary  to  insure  against 
duplication  of  numbers  and  uncertainty  as  to  the  next  con- 

62 


COMPUTATIONS 


secutive  number.  Temporary  men  or  men  doing  little  com- 
puting need  not  be  given  letters  but  may  use  sheets  belonging 
to  the  men  under  whom  they  are  working. 

154.  The  signature  of  the  person  making  the  computation 
and  of  the  one  checking,  as  well  as  the  date  on  which  the 
computations  are  made,  should  be  inserted  in  the  places  pro- 
vided on  each  sheet.  In  writing  the  date,  the  month  should 
be  indicated  by  the  first  three  letters  of  its  name  and  not  by 
a figure.  In  case  it  requires  more  than  one  sheet  to  com- 
plete a computation  on  a given  subject,  the  sheets  are  to  be 
numbered  consecutively,  1,  2,  3,  etc.,  in  the  space,  Sheet  No., 
and  the  whole  number  of  sheets  in  the  computation  is  to  be 
inserted;  but  if  one  sheet  only  is  used  these  spaces  should  be 
filled  with  a dash. 

155.  Sufficient  explanatory  notes  should  be  inserted  to 
make  each  computation  perfectly  clear  and  whenever  data 
are  taken  from  another  sheet  its  file  and  accession  numbers 
should  be  given  in  brackets.  The  letters  indicating  depart- 
ment and  division  should  be  omitted  unless  the  reference  is 
to  a sheet  of  another  department  or  division.  Whenever 
referring  to  a drawing,  use  its  accession  number.  A sum- 
mary of  the  principal  results  of  a computation  should  be  made 
when  it  is  evident  that  such  a summary  would  be  convenient 
for  reference. 

156.  Under  no  condition  shall  a sheet  be  destroyed.  If  for 
any  reason  a sheet  should  become  useless  the  prefix  X,  mean- 
ing superseded,  is  to  be  inserted  before  the  file  number  and 
the  sheet  turned  in  with  the  other  sheets  at  the  proper  time. 
SUPERSEDED,  should  also  be  written  or  stamped  in  red 
across  the  face.  Superseded  sheets  are  to  be  filed  in  a sepa- 
rate book. 

157.  During  the  day  while  computations  are  being  made  or 
checked  assistants  may,  for  convenience,  remove  the  sheets 
from  their  individual  computation  books,  but  at  night  all 
sheets  must  be  returned  to  the  covers  and  fastened  in.  Avoid, 

63 


REGULATIONS 


so  far  as  possible,  having  sheets  with  computations  lying 
around  loose. 

158.  Suitable  binders  or  covers,  I.  P.  No.  721  or  Ideal, 
are  provided  for  the  permanent  filing  of  computation  sheets, 
in  which  completed  sheets  will  be  arranged  according  to  the 
system.  Each  binder  should  be  plainly  marked  so  as  to  show 
the  file  numbers  included  in  it.  These  will  be  distinguished 
as  reference  computation  books. 

159.  Whenever  sheets  have  been  completed  and  checked, 
they  must  be  turned  in  promptly  to  the  engineer  in  charge  of 
filing  computations,  who  will  file  them  in  reference  computa- 
tion books.  Sheets  which  have  been  thus  filed  should  seldom 
be  removed  and  then  only  under  such  regulations  for  refiling 
correctly  as  the  engineer  in  charge  of  filing  may  find  suitable. 
Sheets  fastened  in  covers  must  be  turned  with  care  so  as  to 
avoid  damage. 

160.  If  it  should  be  found  that  an  error  has  been  made  in 
any  computation,  the  engineer  in  charge  must  be  notified  at 
once,  so  that  the  mistake  may  be  rectified  in  all  places  af- 
fected. 

161.  Be  accurate,  systematic  and  neat.  Do  not  waste  time 
on  unnecessary  refinement.  Do  not  use  more  decimals  than 
the  accuracy  of  the  data  and  the  necessities  of  the  result  make 
advisable. 

162.  Use  slide  rules,  computing  machines,  logarithms 
and  diagrams  whenever  their  use  will  economize  time  and 
secure  sufficient  accuracy.  Men  are  expected  to  provide 
themselves  with  small  slide  rules,  but  more  expensive  com- 
puting devices  will  be  furnished  whenever  adequate  economy 
will  result. 

163.  Checking,  especially  of  important  computations,  must 
be  done  independently.  Going  over  the  other  man’s  figures 
is  not  checking.  Errors  in  data,  methods,  deductions  or 
judgment  must  be  detected,  as  well  as  blunders  in  mathe- 
matics. 


64 


COMPUTATIONS 


164.  Make  it  a rule  to  use  tabular  form  for  computations 
whenever  possible.  A little  preliminary  thought  will  usually 
show  a method  of  tabulation  and  the  computation  will  be 
more  quickly  done,  more  likely  correct  and  much  more  easy 
of  reference,  besides  enabling  additions  to  be  made  to  widen 
the  scope  of  the  results.  Mathematical  work  which  can  be 
done  by  slide  rule  or  computing  machine  should  be  left  off 
the  sheets.  The  tabulation  will  indicate  the  process  followed. 
Be  brief.  Use  judiciously  abbreviations  which  are  sufficiently 
self-evident.  Do  not  repeat  unnecessarily.  Do  not  waste 
time  stating  matters  of  common  knowledge  such  as  value  of 
7 r and  what  it  means,  or  deductions  of  formulas  which  can  be 
readily  found  in  text  books. 


65 


STANDARD  SIZES  FOR  DRAWINGS 

Note : Drawings  of  all  kinds  should  be  made  of  Standard 
sizes,  using  several  sheets  if  necessary  for  large  maps 
and  similar  drawings.  Irregular  sizes  will  be  permitted 
only  for  weighty  reasons  Keep  drawings  flat. 


These  sheets  can  be  cut  economically  from  stock  sizes  of 
drawing  paper,  tracing  doth,  blueprint  paper,  et  c 


r 


City  of  New  York 

BOARD  OF  WATER  SUPPLY 

STANDARD  SIZES  FOR  DRAWINGS 

AND  ARRANGEMENT  OF  SHEETS 
SEPT  1,1905 

Case  Dr  99  Acc.2001 


66 


DRAWINGS 


165.  The  word  drawing  as  herein  used,  includes  drawings 
in  ink  or  pencil  on  any  kind  of  paper,  tracings,  sun  prints 
and  lithographs. 

166.  Standard  sizes  of  drawings,  shown  by  an  accompanying 
diagram,  have  been  determined  with  regard  to  convenience 
and  economy  of  materials.  Drawings  must  be  made  of  the 
standard  sizes,  and  for  filing  should  be  kept  flat.  Additional 
instructions,  relating  to  border  lines  and  other  details,  will  be 
found  on  the  diagram. 

167.  Long  rolls  and  excessively  large  drawings  must  be 
avoided;  they  are  inconvenient  to  use  and  file.  Generally 
it  will  be  found  that  several  standard  sheets  will  serve  the 
purpose  better ; if  necessary,  a key  or  index  sheet  can  be  made 
for  such  a set  of  sectional  drawings.  For  some  parts  of  the 
real  estate  work  and  in  a few  other  cases  large  drawings  may 
be  advantageous. 

168.  Field  draftsmen  may  make  their  maps  from  survey 
notes  on  bond  or  similar  paper  such  that  sun  prints,  to  be 
sent  to  Headquarters,  can  be  made  from  the  originals.  This 
bond  paper  may  be  used  judiciously  for  other  kinds  of  draw- 
ings also,  to  avoid  tracing. 

169.  Almost  all  finished  drawings  should  be  so  made  that 
they  can  be  reduced  by  photographing  or  lithographing  toi 
one-fourth  their  length  or  width,  or  even  less  in  case  of  very 
large  drawings,  and  still  be  legible.  This  will  require  care, 
particularly  to  have  the  lettering  of  sufficient  size  and  properly 
spaced,  and  the  lines  of  proper  weight  and  color. 

170.  Standard  section  lining,  topographical  signs  and  other 
conventional  symbols  have  been  established,  as  shown  by 
accompanying  plates.  Some  additions  may  become  neces- 
sary, but  the  standards  must  be  used  whenever  possible. 

67 


68 


6g 


'0 


DRAWINGS 


Sizes  of  symbols  may  be  varied  somewhat  according  to  the 
scales  of  the  drawings.  If  other  and  unusual  signs  are 
needed,  they  must  be  carefully  explained  by  a suitable  legend 
on  the  drawing. 

171.  On  maps,  show  direction  of  stream  by  arrow,  if  neces- 
sary. An  arrow  indicating  true  north  should  be  on  each 
map  or  other  drawing  of  land,  unless  co-ordinates  are  shown ; 
so  far  as  practicable,  north  should  be  at  the  top  of  the  sheet. 

172.  All  contours  should  be  drawn  in  Higgins’  burnt  sienna 
ink,  or  brick  red,  if  burnt  sienna  is  not  available,  or  in  cor- 
responding water  colors.  Contours  at  distinguishing  inter- 
vals, such  as  hundred  foot,  may  be  black,  at  discretion  of  the 
engineer  in  charge. 

173.  Contour  intervals  shall  be  1,  2,  5,  10,  20  or  100  feet, 
according  to  the  scale  and  purpose  of  the  map.  Numbers 
relating  to  contours  should  be  the  same  color  as  the  lines. 

174.  Lines  of  tracings,  including  contours,  should  be  made 
sufficiently  heavy  and  opaque  to  give  clear  lines  on  prints. 
If  necessary,  bottled  ink  is  to  be  thickened  by  rubbing  stick 
ink  in  it. 

175.  Before  beginning  to  trace  a sheet,  plan  its  arrange- 
ment so  as  to  have  the  various  sections,  elevations  or  plans 
logically  and  neatly  arranged,  with  suitable  spaces  for  sub- 
titles, notes  and  scales. 

176.  Each  map  and  land  plan  should,  so  far  as  practicable, 
show  co-ordinate  lines  referred  to  some  fixed  point,  the  lati- 
tude and  longitude  of  which  is  known.  The  co-ordination 
shall  be  on  a rectangular  system,  parallel  with  and  perpen- 
dicular to,  the  meridian  through  this  point. 

177.  Since  most  drawings  of  structures,  and  many  others, 
are  to  be  traced,  only  a minimum  amount  of  work  should  be 
done  on  the  pencil  drawings.  Such  pencil  drawings,  except- 
ing unimportant  ones,  should  not  be  destroyed  as  soon  as 
traced,  but  should  be  kept  in  suitable  drawers,  approximately 
in  order  of  dates,  until  all  reasonable  probability  of  their 

71 


72 


DRAWINGS 


being  referred  to  has  passed.  They  need  not  be  filed  and 
indexed,  unless  containing  something  not  traced  to  which 
computations  refer.  For  many  simple  things  the  small 
amount  of  necessary  pencilling  can  be  done  directly  on  the 
tracing  cloth. 

178.  Those  in  charge  of  drafting  forces  should  constantly 
seek  to  get  desired  results  in  the  most  economical  ways. 

179.  Checking  of  drawings  must  be  done  independently 
and  carefully.  Following  in  the  tracks  of  the  man  who  first 
did  the  work  is  not  checking.  The  man  who  checks  a draw- 
ing will  be  held  responsible  for  its  accuracy.  Each  drawing 
should  be  verified  by  a competent  person  with  a degree  of  care 
commensurate  with  its  importance. 

180.  All  drawings  not  actually  in  use  should  be  put  away 
each  day  at  the  close  of  work,  and  those  actually  in  use  should 
be  carefully  covered  at  night.  In  field  offices  all  valuable 
drawings  must  be  put  into  the  vaults  at  night. 


EXAMPLES  OF  LETTERING 


SECTION  A-A 

(to  be  used  for  contract  drawings) 

ELEVAT  ION 

(to  BE  USED  TOR  WORKING  DRAWINGS) 

NOTES:- 

Be  careful  to  have  libera!  and  uniform  spaces 
between  words 

The  space  reserved  for  title  should  be  about 
3i  x 6"  to  5"*  8 according  to  size  of  sheet 
and  other  conditions 

In  lower  right  hand  corner  put  Accession  No. 
thus  . Acc  N L 299 

( TO  BE  USED  TOR  ALL  DRAWINGS) 


73 


REGULATIONS 


181.  The  size  and  style  of  lettering  should  be  governed  by 
the  size  of  the  sheet  and  the  nature  of  the  drawing.  Letter- 
ing should  be  done  with  care  so  as  not  to  obscure  the  draw- 
ing. Plain  lettering  is  to  be  used  excepting  on  a compara- 
tively few  special  maps  and  other  drawings.  Plain  single- 
stroke letters  shall  be  used,  for  notes,  for  most  titles  except 
those  of  contract  drawings  and  official  maps,  and  for  other 
lettering,  excepting  on  maps  requiring  distinctions  between 
different  kinds  of  names.  For  contract  drawings  and  some 
others,  heavier  titles  will  be  required,  as  indicated.  Samples 
of  lettering  are  shown  herewith. 

182.  The  sizes  of  letters  shown  in  the  table  on  page  76 
have  been  adopted  for  standard  titles.  They  are  the  same 
for  both  vertical  and  sloping  letters.  The  angle  of  slope  is 
3 horizontal  to  8 vertical  or  about  70°. 

183.  The  sizes  are  given  in  hundredths  of  an  inch  for 
draftsmen  and  in  points  for  printing  on  the  press  at  Head- 
quarters office.  In  order  to  obtain  uniformity  between  the 
drafted  and  printed  titles,  draftsmen  must  follow  not  only  the 
style  shown  in  the  illustrations,  but  the  proportions  of  letters, 
weight  of  stroke,  spacing  and  slope.  The  nicety  of  lettering 
required  in  drafted  titles  depends  upon  the  kind  of  drawing. 
If  the  third  line  of  the  title  is  a very  short  one,  the  next  larger 
size  type  shown  in  the  table  may  be  used. 

184.  In  general,  lettering  is  to  be  done  by  one  man,  des- 
ignated for  this  work,  in  each  office.  Each  draftsman,  how- 
ever, will  be  expected  to  dimension  his  drawings  properly. 
The  spelling  of  names  should  receive  careful  attention. 

185.  For  survey  maps  and  some  other  drawings  rubber 
stamps  may  be  used  for  titles  and  other  lettering,  leaving  only 
a little  to  be  done  by  hand.  Sets  of  drawings  having  many 
titles  nearly  alike  may  with  economy  be  sent  to  Headquarters 
to  be  printed  on  the  Bureau  press. 

186.  Accurate  simple  graphical  scales  shall  be  put  on  all 
drawings,  together  with  metric  scales  on  all  contract  draw- 

74 


75 


REGULATIONS 


76 


REGULATIONS 


in gs,  and  such  others  as  might  go  outside  of  the  Board’s  juris- 
diction, provided  their  importance  justifies  it.  Each  drawing 
is  to  be  made  to  a scale  suited  to  its  purpose.  Excessively 
large  or  small  scales  and  unusual  scales  are  to  be  avoided. 
For  maps  and  similar  drawings,  with  few  exceptions,  the 
following  scales  shall  be  used,  20,  40,  100,  200,  400,  1000, 
2000  ft.,  1 mile  and  5 miles  to  an  inch. 

187.  For  drawings  of  engineering  structures  and  details, 

J4,  1,  3 and  6 inches  per  foot  and  10,  20  and  40  feet 

to  an  inch  are  generally  to  be  employed.  For  architectural 
drawings,  1-16,  for  sketches  and  studies,  J4,  1,  3 and  6 
inches  per  foot  and  full  size  shall  be  used  commonly.  It  is 
good  practice  to  make  working  drawings  to  such  scales  as 
permit  the  use  of  an  ordinary  two-foot  rule. 

188.  On  profiles  the  vertical  and  horizontal  scales  shall 
usually  have  ratios  of  4 to  1,  5 to  1,  or  10  to  1 ; and  20  to  1 
in  special  cases  only.  For  field  cross-sections,  to  be  used  for 
estimates  and  other  purposes,  green  cross-section  sheets  19" 
x 24",  scale,  5 feet  to  an  inch,  shall  be  adopted.  These 
sheets  shall  be  filed  in  Tengwall  files. 

189.  The  following  color  scheme  has  been  adopted  for  pro- 
gress sheets : 

January  and  July — Light  green. 

February  and  August — Light  purple. 

March  and  September — Light  yellow. 

April  and  October — Light  scarlet. 

May  and  November — Light  blue. 

June  and  December — Light  brown. 

190.  When  a week  is  partly  in  one  month  and  partly  in 
another  the  two  prescribed  month  colors  shall  be  used  to  in- 
dicate that  week's  work,  each  color  to  be  properly  propor- 
tioned. 


78 


79 


SURVEYING 


191.  It  is  assumed  that  each  man  has  an  adequate  prepara- 
tion for  the  duties  assigned  to  him.  Hence  information 
which  can  be  found  in  text  books  and  engineering  periodicals 
is  not  repeated  in  this  manual. 

192.  All  survey,  level  and  other  field  notes,  including  esti- 
mate measurements  of  contract  work  and  measurements  for 
records  of  completed  structures,  shall  be  made  on  5"  x 8" 
single  or  double  note  sheets,  printed  for  each  kind  of  work. 
The  leather  covers  provided  shall  be  used  for  carrying  these 
note  sheets  in  the  field.  As  rapidly  as  the  sheets  are  filled 
with  notes  they  shall  be  delivered  to  the  man  in  charge  of 
the  files  in  the  proper  office,  who  shall  file  them  in  a sys- 
tematic way,  approved  by  the  division  engineer,  in  5"  x 8" 
drawers. 

193.  All  notes  and  records  must  be  so  full,  clear  and  legible 
that  they  can  be  quickly  and  intelligently  interpreted  and 
plotted  by  any  competent  person  who  did  not  make  them  and 
who  may  be  unfamiliar  with  the  section  surveyed.  The  con- 
ventional symbols,  shown  in  the  illustration,  should  be  used 
in  the  field  notes,  so  far  as  practicable. 

194.  Each  note  sheet  or  any  single  map  or  other  record 
should  be  plainly  marked  with  all  information  necessary  for 
filing  it  in  its  proper  place.  All  records  to  be  filed  should  be 
transmitted  to  the  proper  person. 

195.  Each  note  sheet  must  be  headed  with  a brief  descrip- 
tion of  the  location  of  the  survey,  with  the  day  of  the  week, 
month  and  year,  and  the  name  of  the  observer  and  recorder ; 
the  observer  being  the  man  who  actually  runs  the  instru- 
ment. The  condition  of  the  weather,  also  the  number  and 
maker  of  the  instrument  used  and  the  number  of  the  tape 
used  on  transit  lines  must  be  recorded.  Each  set  of  notes, 

80 


SURVEYING 


such  as  transit,  level,  stadia,  etc.,  must  be  numbered  con- 
secutively through  the  series  for  each  separate  party,  be- 
ginning with  number  i.  Numbers  shall  not  be  written  in  the 
file  number  space  on  the  sheet,  until  written  by  the  person 
having  charge  of  filing  the  sheets. 


196.  No  record,  when  once  made,  shall  be  erased.  When 
an  erroneous  note  is  recorded,  it  shall  be  cancelled  by  draw- 
ing a line  through  the  figures,  and  re-written  correctly. 

197.  All  important  computations  must  be  checked,  and 
when  checked,  a check  mark  v',  placed  after  them.  On  each 
sheet  must  be  written  the  name  of  the  person  who  made  the 
computations,  and  who  checked  them.  Records  and  notes 
of  assistant  engineers  will  be  examined  from  time  to  time  by 
the  division  engineer  to  see  that  instructions  are  being  fully 
observed. 


81 


REGULATIONS 


198.  All  survey  notes  must  be  reduced  and  checked  up  to 
date,  as  nearly  as  possible,  in  order  that  a constant  check 
may  be  had,  and  any  corrections  or  omissions  supplied, 
while  the  party  is  in  the  immediate  neighborhood  of  the  work. 


STADIA  WORK 

199.  The  assistant  engineer  in  charge  of  a party  should 
impress  upon  the  rodmen  the  importance  of  quick,  systematic 
selection  of  characteristic  points  and  a thorough  apprecia- 
tion of  the  value  of  these  points. 

200.  Careful  consideration  should  be  given  to  the  purpose 
of  the  survey  and  the  scale  upon  which  the  map  is  to  be 
plotted,  sufficient  contour  points  being  taken  to  show  the 
changes  of  surface  on  that  scale. 

201.  The  observer  should  have  a system  of  signals  for  his 
party  that  will  enable  him  to  direct  his  men  correctly  and 
surely  at  a distance. 


Metropof/fon 


U.  S Noble 

FACES  OF  STADIA  RODS 


Freeman 


82 


SURVEYING 


REAL  ESTATE 

202.  All  lands  to  be  plotted  should,  in  the  course  of  sur- 
veying, be  classed  as : woodland ; pasture  land ; arable ; waste 
or  rock  land. 

203.  Woodland,  should  be  subdivided  into  timber;  small 
trees,  which  are  suitable  for  fence  posts  or  fire  wood;  brush; 
and  burnt  areas.  Pasture  or  grass  land,  may  be  divided  into 
land  good  for  pasturage  and  hay  crops ; and  land  with  stumps 
and  brush.  Arable,  designates  land  suitable  for  raising 
crops  or  for  orchards.  Waste  and  rock  lands,  may  be  sandy 
strips  or  marshes,  or  steep  rock  ledges  bare  of  timber,  or 
lands  thickly  strewn  with  boulders.  These  classifications 
may  be  subdivided  and  modified  to  fit  local  conditions,  but  the 
designations  must  be  clear.  Notes  in  accordance  with  this 
classification  should  be  made  at  the  time  of  the  actual  survey. 

204.  On  note  sheets  or  sketches,  record  schools,  churches, 
private  burying  grounds,  barns  and  outhouses ; whether  a 
house  is  of  brick,  wood  or  stone,  and  its  general  condition ; 
whether  occupied  or  unoccupied ; also  quarries,  mills  and 
factories,  with  a description  of  the  manufactured  article  and 
approximate  output,  if  possible.  Stores  should  be  classed  as 
general  or  specific,  according  to  the  actual  business. 

205.  Ponds,  travelled  roads  and  wood  roads,  rights  of  way, 
groups  of  houses,  streamsVuitable  for  watering  of  cattle, 
springs  and  other  sources  of  water  supply  should  be  noted. 

CARE  OF  INSTRUMENTS 

206.  Men  having  charge  of  any  kind  of  instruments  in 
field  or  office  will  be  held  responsible  for  them  and  will  be 
required  to  pay  for  repairs  made  necessary  by  damage  unless 
they  can  satisfy  the  department  or  division  engineer  that 
they  were  not  in  fault. 

207.  Every  man  given  charge  of  an  instrument  is  expected 
to  know,  or  to  learn  at  once,  how  to  use  and  care  for  it 
property.  Detailed  information  about  the  manipulation,  care, 

83 


REGULATIONS 


adjustment  and  repairs  of  instruments  will  be  found  in  man- 
uals and  makers'  catalogs. 

208.  When  shipping  an  instrument,  especially  a transit  or 
level,  the  packing  case  should  be  marked  plainly  with  black 
or  red  letters:  THIS  SIDE  UP,  HANDLE  WITH  CARE, 
VALUABLE  INSTRUMENTS,  and  KEEP  DRY.  A tri- 
pod may  be  packed  in  a close  fitting  box,  but  if  such  a box 
is  not  at  hand,  the  head  and  shoes  should  be  covered  with 
paper  and  burlap  and  the  legs  securely  tied.  Whenever  pos- 
sible on  the  works  it  is  best  to  transport  instruments  by  spe- 
cial messengers. 

209.  As  soon  as  any  instrument  is  received,  it  should  be 
unpacked,  and  all  cushions,  paper  and  other  packing  mate- 
rial removed.  An  inspection  should  be  made  at  once  to  de- 
termine whether  it  is  complete  and  in  good  condition.  In- 
strument packing  boxes  should  be  saved. 

210.  When  instruments  to  be  repaired  are  sent  by  a field 
office  directly  to  the  maker,  full  advices  should  also  be  sent 
the  same  day  to  Headquarters  office. 


84 


CONSTRUCTION  WORK 


21 1.  Preliminary  and  other  investigations  and  examina- 
tions such  as  borings,  special  tests,  etc.,  will  be  made  from 
time  to  time  by  the  Board  under  informal  agreements.  Con- 
struction work  will  be  done  under  formal  contracts.  All 
engineers  and  inspectors  connected  with  construction  work 
are  required  to  have  an  intimate  knowledge  of  the  provisions 
of  contracts  and  specifications. 

212.  Assistant  engineers  designated  to  give  lines  and 
grades  will  be  held  strictly  responsible  for  their  accuracy. 
The  degree  of  precision  required  will  depend  upon  the  kind 
of  work.  In  giving  grades  a check  must  always  be  made  at 
the  end  of  the  work  on  the  original  bench  or  on  another 
established  bench  mark,  also  on  the  grade  previously  fixed. 
It  is  always  well  to  check  grades  by  sighting  with  the  eye. 
Survey  marks  or  points,  unless  of  only  slight  or  temporary 
importance,  should  be  carefully  referenced,  so  that  if  dis- 
turbed they  can  be  re-established  without  a new  survey. 

213.  All  preliminary  work  such  as  cross-sectioning  the 
surface  of  the  ground  shall  be  done  before  the  contractor  is 
ready  to  begin  operations.  The  contractor  is  required  to 
give  reasonable  advance  notice  of  the  work  to  be  done,  step 
by  step.  Engineers  should  anticipate  the  wants  of  the  con- 
tractor. They  should  push  the  work  and  not  let  the  work 
push  them. 

214.  While  the  contractor  is  to  use  every  precaution  to 
preserve  the  marks  and  is  responsible  for  their  preservation, 
in  case  of  failure  it  is  better  to  duplicate  work  than  to  cause 
delay.  It  is  not  sufficient  simply  to  stake  out  work  and  let 
it  take  care  of  itself.  Assistant  engineers  should  see  that 
the  inspectors  and  foremen  understand  the  information 
given  and  have  full  instructions,  and  that  instructions  are 
obeyed. 


85 


REGULATIONS 


2 15.  Full  and  careful  notes  shall  be  kept  of  all  line  and 
grade  work  so  that,  should  a dispute  arise,  it  would  be  pos- 
sible to  refer  to  the  original  notes  and  prove  their  accuracy 
or,  in  case  of  error,  to  fix  the  responsibility.  Notes  should 
be  checked  in  the  field  before  the  information  is  given  to  the 
inspector  and  contractor.  Notes  shall  be  made  on  standard 
forms  to  be  provided  and  shall  contain  date,  location  of 
work,  character  of  information,  and  the  names  of  the  mem- 
bers of  the  party.  The  person  who  makes  the  notes  and  the 
one  who  checks  them  must  be  designated  by  names.  They 
shall  be  stamped  with  the  dating  stamp  as  soon  as  received 
in  the  section  office  and  be  filed  and  indexed. 

MONTHLY  AND  FINAL  ESTIMATES 

216.  Measurements  for  monthly  estimates  shall  be  pro- 
vided for  in  advance  so  far  as  possible  in  order  to  avoid  con- 
gestion on  estimate  day.  A separate  set  of  notes  should  be 
kept  for  final  estimates.  In  making  estimates  the  quantity 
for  each  item  shall  be  calculated  and  tabulated  on  standard 
computation  sheets  unless  special  blank  forms  are  provided. 

217.  Estimates  for  payment  under  contracts  and  agree- 
ments shall  be  made  strictly  in  accordance  with  the  terms  of 
the  individual  contract  or  agreement.  Estimates  for  partial 
payments,  made  at  monthly  or  other  intervals,  need  be  ap- 
proximate only;  fractional  quantities  should  not  be  entered. 
Give  the  quantity  for  each  item  to  the  nearest  whole  unit  of 
measurement,  or  to  round  figures,  according  to  the  nature  of 
the  item.  Measurements  and  estimates  of  quantities  should, 
however,  be  made  with  care  and  corrected  from  time  to 
time  to  secure  greater  accuracy. 

218.  An  assistant  engineer  shall  be  designated  to  make  the 
measurements  and  computations  for  estimates.  He  will  be 
held  responsible  for  their  accuracy.  The  summary  of  the 
computations  showing  the  work  done  shall  be  made  out  on 
the  proper  form,  signed  by  the  section  engineer,  and  promptly 

86 


CONSTRUCTION  WORK 


forwarded  to  the  division  engineer.  These  summaries  are 
to  be  reviewed  by  the  division  engineer  and  used  as  a basis 
for  his  estimates. 

219.  All  estimates  should  be  made  and  forwarded  to  Head- 
quarters promptly.  For  each  large  contract  requiring  a 
number  of  partial  payments,  special  estimate  blanks  will  be 
printed.  For  small  contracts  requiring  only  a few  payments, 
a standard  general  form  will  be  used.  Estimates  will  be 
made  in  division  offices.  The  original  should  be  made  in 
copy  ink  or  pencil  and  sent  to  the  department  office,  a carbon 
copy  being  retained  in  the  division  office.  After  receiving 
the  signature  of  the  department  engineer,  a tissue  copy  is  to 
be  taken  and  the  original  sent  to  Headquarters,  where  the 
extensions  and  additions  will  be  checked  and  the  official  copy 
for  payment  and  filing  typewritten  in  multiple. 

220.  In  writing  contracts  it  will  be  provided  that  estimates 
in  each  department  shall  be  made  on  the  tenth,  twentieth  and 
thirtieth  of  each  month  for  different  contracts  or  for  differ- 
ent portions  of  large  contracts,  so  as  to  distribute  the  work 
both  in  the  field  and  at  Headquarters  and  thus  avoid  con- 
gestion and  serious  interruption  of  other  work  on  account  of 
estimates. 

221.  As  rapidly  as  parts  of  the  work  are  completed,  final 
measurements  should  be  made  and  the  quantities  computed 
so  that,  when  all  the  work  under  a contract  or  agreement 
shall  have  been  completed,  the  final  estimates  may  be  pre- 
pared in  the  shortest  possible  time. 

222.  At  least  once  a month,  and  at  other  times  when  it 
will  not  interfere  with  work  on  the  monthly  estimates,  these 
final  measurements  shall  be  combined  and  the  final  quantities 
ascertained.  These  quantities  shall  be  entered  in  the  next 
monthly  estimate,  replacing  the  quantities  used  previously. 
In  this  way  the  final  quantities  can  be  carried  along  with  the 
monthly  estimates,  and  the  final  estimates  will  require  but 
little  work  other  than  compilation. 

87 


REGULATIONS 


INSPECTION 

223.  Inspectors  of  masonry  and  other  construction  shall 
be  assigned  by  the  section  engineer.  Each  inspector  shall 
be  constantly  present  on  his  work  while  it  is  in  progress.  He 
shall  call  the  attention  of  the  contractor  or  his  foreman  to 
any  departure  from  the  specifications  or  the  orders  of  the 
engineers.  Should  this  notice  be  disregarded,  he  shall  im- 
mediately report  the  facts  to  the  section  engineer. 

224.  The  section  engineer  should  act  as  chief  inspector  of 
the  construction  under  his  charge  and  shall  keep  in  close 
touch  with  the  general  progress  of  the  work,  with  which  he 
shall  be  familiar  in  every  detail.  He  shall  be  responsible 
for  the  efficiency  of  his  inspectors  and  shall  decide  promptly 
questions  at  issue  between  his  assistants  or  inspectors  and 
the  contractor.  Such  questions  as  appear  to  him  to  be  of 
sufficient  importance  he  shall  refer  to  the  division  engineer. 

ORDERS  TO  CONTRACTOR 

225.  All  dealings  with  contractors  are  governed  by  the 
terms  of  the  contracts,  the  rights  and  duties  of  both  parties 
to  the  contract  being  well  defined.  Under  no  circumstances 
shall  there  be  duplication  of  orders  or  uncertainty  as  to  the 
persons  responsible  for  giving  orders.  Written  orders  of  a 
general  nature  shall  be  given  contractors  by  the  department 
engineer  only  or  by  his  specific  direction.  Orders  involving 
questions  of  policy  should  not  be  issued  by  the  section  engi- 
neer but  should  be  referred  by  him  to  the  division  engineer. 

226.  The  section  engineer  shall  keep  a diary  in  which  shall 
be  entered  the  record  of  written  reports  of  inspectors  and 
orders  to  contractors.  He  shall  keep  the  division  engineer 
informed  of  his  orders  to  inspectors  and  contractors.  Copies 
of  orders  and  information  concerning  them,  which  are  of 
sufficient  importance,  shall  be  forwarded  to  the  division  en- 
gineer. A diary  shall  also  be  kept  in  the  office  of  each 
division  engineer,  which  shall  include  a summary  of  the 
reports  of  the  various  section  engineers. 


CONSTRUCTION  WORK 


CONTRACTOR’S  CLAIMS  FOR  ALLOWANCES  OR 
DAMAGES 

227.  The  section  engineer  shall  cause  careful  and  complete 
notes  to  be  kept  in  his  office  of  anything  which  may  be  con- 
strued to  be  extra  work  and  of  all  damage  to  the  work.  Too 
much  emphasis  cannot  be  laid  on  the  importance  of  keeping 
the  records  of  claims  or  possible  bases  for  claims  for  extra 
work  or  damages  complete  and  up  to  date. 

CLAIMS  FOR  DAMAGES  BY  PROPERTY  OWNERS 

228.  A full  record  of  damages  and  alleged  damages  to 
property  on  account  of  the  work  shall  be  kept  by  the  sec- 
tion engineer.  Care  should  be  taken  to  index  and  file  such 
information  so  that  it  may  be  available  at  any  time. 

229.  Should  a claim  for  damages  be  made  by  a property 
owner  on  account  of  the  work,  the  section  engineer  shall  be 
notified  of  it  and  he  shall  promptly  investigate  the  matter. 
He  shall,  if  possible,  interview  the  owner  or  his  agent  and 
ascertain  from  him  the  character  and  extent  of  the  alleged 
damages  and  the  owner’s  estimate  of  the  value  of  them.  He 
shall  also  make  his  own  estimate  and  description  of  the 
alleged  damages,  and  shall  prepare  a report  giving  this  in- 
formation and  such  additional  pertinent  facts  as  he  may  be 
able  to  ascertain  and  shall  forward  it  to  the  division  engineer 
with  his  recommendations. 

230.  If  the  claim  is  of  sufficient  importance,  the  division 
engineer  shall  investigate  it  personally  and  add  to  the  sec- 
tion engineer’s  report  such  information  and  recommenda- 
tions as  seem  necessary,  and  shall  forward  it  to  the  depart- 
ment office  for  transmission  to  the  Chief  Engineer. 

ACCIDENTS 

231.  Accidents  resulting  in  injury  to  persons  or  property, 
or  other  matters  out  of  the  ordinary  routine,  shall  be  reported 
in  detail  on  approved  forms  to  the  section  engineer  by  the 

89 


REGULATIONS 


assistant  engineer  or  other  employee  witnessing  or  having 
cognizance  of  them.  Care  should  be  taken  to  give  the  names 
and  addresses  of  all  witnesses  and  the  exact  time  and  place 
of  accidents.  The  section  engineer  may  add  to  the  report  of 
his  subordinate  when  necessary  to  make  it  complete.  It 
should  be  then  forwarded  to  the  division  office  for  indexing 
and  filing.  Copies  of  reports  of  the  more  important  acci- 
dents shall  be  sent  by  the  division  engineer  to  the  department 
office  and,  if  it  is  considered  necessary,  transmitted  promptly 
to  the  Chief  Engineer.  Photographs  or  drawings  should  ac- 
company accident  reports  when  necessary. 

RECORDS  OF  PROGRESS 

232.  A progress  profile  and  diagrams,  plotted  on  appropri- 
ate scales,  shall  be  kept  in  the  department  office.  They  will 
be  compiled  from  information  reported  by  the  division  offices, 
where  copies  of  the  portion  pertinent  to  the  particular  divi- 
sion shall  be  kept.  The  proper  monthly  estimate  color  is  to 
be  used,  and  in  the  space  for  each  month’s  work  shall  be  the 
number  of  the  estimate.  About  the  fourth  day  of  each  month 
each  department  office  shall  send  to  Headquarters  a tracing 
of  such  parts  of  the  profile  and  diagrams  as  shall  show  an 
increase  of  work  during  the  preceding  month ; this  informa- 
tion to  be  transferred  to  the  profile  and  diagrams  in  the 
Headquarters  office. 

233.  For  each  important  contract  there  shall  be  kept  in  the 
division  and  department  offices  a monthly  diagram,  plotted 
on  letter  size  sheets,  8^4"  x 11",  or  on  sheets  which  will 
fold  to  this  size,  showing  the  percentage  done  of  the  esti- 
mated total  value  of  each  principal  item  of  the  contract,  also 
the  percentage  done  of  the  estimated  total  value  of  all  the 
work.  A print  of  each  diagram  is  to  be  sent  to  Headquarters 
office,  with  the  progress  profiles. 

234.  As  far  as  possible,  notes  showing  the  progress  of  the 
work  are  to  be  kept  in  graphical  form,  plotted  in  the  field 

90 


CONSTRUCTION  WORK 


and  afterward  inked  in  the  office  in  the  proper  estimate  color. 
They  are  to  be  made  as  complete  as  possible,  showing  the 
stratification  of  the  rock,  type  of  construction,  etc.,  for  use 
in  the  completion  of  the  record  drawings.  Estimate  areas 
are  to  be  consecutively  numbered  to  correspond  with  the  esti- 
mate numbers.  These  graphical  notes  kept  on  standard 
forms  will  be  a portion  of  the  record  of  progress,  and  pro- 
files and  other  diagrams  may  be  prepared  directly  from  them. 

COST  ACCOUNTS 

235.  In  order  to  determine  as  nearly  as  can  be  the  actual 
cost  of  the  work  from  time  to  time  careful  records  of  the 
contractor’s  plant,  force,  and  materials  shall  be  kept  on  suit- 
able forms.  Drawings  showing  the  arrangement  of  machin- 
ery and  descriptions  of  methods  shall  be  made  in  the  section 
engineer’s  office. 

236.  Timekeepers  or  inspectors  shall  keep  daily  records 
of  the  several  kinds  of  work  done,  of  the  number  of  men 
employed  in  the  various  classes,  their  probable  pay,  etc.,  and 
of  the  materials  used.  Records  shall  also  be  kept  of  the 
contractor’s  tools  and  the  cost  of  running  machinery.  The 
section  engineer  shall  detail  men  to  collect  these  records  and 
compile  cost  accounts,  the  various  items  to  be  distributed 
among  the  different  kinds  of  work  done. 

237.  In  addition  to  the  cost  of  labor  and  materials,  sepa- 
rate records  should  be  kept,  if  possible,  of  the  administrative 
cost,  including  salaries  of  superintendent,  bookkeepers  and 
others,  transportation,  office  supplies,  etc.,  of  general  work 
including  the  setting  up  of  plant  and  removing  it  and  such 
shop  work  as  is  chargeable  to  the  whole  contract.  These 
general  items  should  not  be  distributed  but  should  be  reported 
separately. 

238.  Use  “engineman”  for  a person  who  runs  an  engine  or 
cares  for  machinery  to  distinguish  him  from  a professional 
engineer. 


9i 


REGULATIONS 


239.  Force  and  material  account  records  shall  be  daily 
compiled  on  large  monthly  blanks,  which  shall  show  the 
cost  month  by  month  of  each  class  of  work  and  the.  total 
cost  of  work.  Each  section  engineer  shall  send  a weekly 
summary  to  the  division  engineer.  Monthly  records  shall  be 
worked  up  within  a week  of  the  time  of  making  up  estimates, 
under  the  direction  of  the  section  engineer,  who  shall  be 
responsible  for  the  results.  They  shall  be  so  kept  that  blue 
print  copies  of  them  may  be  taken  and  furnished  to  Head- 
quarters and  to  division  and  other  offices. 

240.  Methods  of  keeping  cost  accounts,  classification,  etc., 
shall  be  prescribed  by  the  department  engineer  in  order  that 
uniformity  may  be  secured  and  so  that  the  separate  section 
reports,  as  furnished  through  the  division  engineer,  may  be 
compiled  monthly  in  the  department  office.  A summary  of 
results  shall  be  sent  monthly  by  the  department  engineer  to 
the  Chief  Engineer. 


92 


RECORDS  OF  EMPLOYEES 


241.  Applicants  for  positions  in  the  Engineering  Bureau 
are  requested  to  fill  out  an  Application  for  Employment, 
form  4E,  giving  references.  These  applications  are  used 
only  for  the  purposes  of  the  Board.  To  each  reference  is 
sent  a blank,  form  17E,  which  has  questions  about  the  gen- 
eral ability  and  character  of  the  applicant.  These,  when  re- 
turned, are  filed  with  the  application. 

242.  Immediately  after  an  appointment  has  been  made, 
notification  of  it  must  be  sent  to  the  appointee  on  form  72E, 
from  Headquarters.  Upon  notification  of  appointment,  if 
possible,  or  when  reporting  for  duty,  an  appointee  must  file 
an  acceptance,  form  6E,  and  the  declaration  sheet  required 
by  the  Civil  Service  Commission;  and  the  department  engi- 
neer must  at  once  send  these  and  a card,  form  8E,  to  Head- 
quarters, giving  the  date  when  the  employee  reported  for 
duty. 

243.  The  payroll  clerk  at  Headquarters  must  obtain,  after 
ascertaining  from  the  minutes  of  the  Board  and  checking 
from  his  own  data,  the  date  of  appointment,  the  title,  the 
salary,  etc.,  of  the  appointee,  and  send  a card,  form  23E,  to 
the  Secretary  of  the  Board  notifying  him  that  the  appointee 
has  reported  for  duty.  The  previous  record  of  the  appointee 
must  then  promptly  and  accurately  be  put  on  a card,  form 
60E,  for  reference,  and  his  name  registered  on  the  payroll 
for  the  current  month,  if  employed  on  salary. 

244.  Accuracy  and  promptness  in  reporting  the  time  when 
a man  begins  work  are  imperative.  If  in  any  case  a declara- 
tion sheet  can  be  sent  before  a man  reports  for  duty,  it 
should  be  sent.  Declaration  sheets  properly  signed  and  wit- 
nessed must  be  sent  to  Headquarters  as  soon  as  possible. 

245.  If  the  appointee  is  not  a veteran,  he  should  write 
Not,  in  the  proper  place  on  his  acceptance;  if  a veteran,  he 
must  file  proof  at  once. 

246.  An  employee  should  give,  if  possible,  at  least  two 

93 


REGULATIONS 


weeks’  notice  before  severing  his  connection  with  the  Engi- 
neering Bureau.  Whenever  an  employee  is  separated  from 
the  force,  a card,  form  23E,  stating  the  time  of  separation 
and  the  reason  therefor,  must  be  sent  at  once  from  the  de- 
partment office  to  Headquarters. 

247.  After  each  regular  meeting  of  the  Board,  each  de- 
partment engineer  will  be  informed  of  the  changes  of  service 
affecting  his  department. 

PAYROLLS  AND  TIME  REPORTS 

248.  Payrolls  are  weekly  or  monthly,  according  as  the 
men  are  employed  by  the  day  or  the  year.  They  are  made 
at  Headquarters,  and  based  upon  weekly  and  monthly  time 
reports  from  department  offices,  on  forms  35E  and  65E. 
Fifteen  names  only  should  appear  on  each  sheet  of  a weekly 
or  monthly  time  report.  This  will  conform  to  the  arrange- 
ment of  the  payroll  sheets  and  will  facilitate  the  computa- 
tion of  the  totals  on  payrolls. 

249.  Civil  Service  regulations  require  that  when  a man  has 
been  absent  from  duty,  and  such  absence  is  noted  on  the 
time  report,  a letter  should  accompany  this  report  giving  rea- 
sons for  absence.  The  Civil  Service  Commission  insists  that 
this  formality  be  complied  with  and  will  refuse  to  pass  any 
payroll  for  which  such  statement  is  not  given. 

230.  Upon  every  weekly  time  report,  showing  overtime  for 
any  man,  a statement  must  be  made  in  each  case  as  to 
whether  or  not  the  man  worked  on  Sunday.  A certificate 
must  accompany  each  payroll  stating  whether  the  overtime 
is  exclusive  or  inclusive  of  Sundays. 

251.  In  computing  the  amount  of  salary,  if  the  figure  in 
mill’s  place  is  six  or  more,  another  cent  may  be  allowed,  but 
not  otherwise;  i.  e.  $25,376  may  be  taken  as  $25.38.  This 
applies  only  when  an  employee  is  credited  with  a fraction  of 
a month ; in  computing  the  average  monthly  salary,  this  rule 
shall  not  obtain,  as  in  that  event,  a man  in  an  entire  year 
would  be  credited  with  an  amount  in  excess  of  his  annual 


RECORDS  OF  EMPLOYEES 


252.  On  the  fifteenth  of  each  month,  or  on  the  day  preced- 
ing if  it  be  Sunday  or  a holiday,  department  engineers  must 
forward  to  Headquarters  monthly  time  reports  for  the  cur- 
rent month.  The  accuracy  of  the  time  reports  will  be  veri- 
fied by  referring  to  the  record  cards.  Weekly  time  reports 
must  be  forwarded  so  as  to  arrive  at  Headquarters  each 
Monday  morning. 

253.  Employees,  except  laborers,  reporting  after  the  fif- 
teenth of  the  month  will  be  placed  upon  a supplementary 
payroll  for  that  month.  Each  department  engineer  shall 
send  supplementary  time  reports  to  Headquarters  on  the  first 
day  of  the  ensuing  month  for  all  such  employees. 

254.  If  a man  should  be  separated  from  the  force  before 
the  end  of  the  month,  Headquarters  should  be  notified  at 
once,  by  wire  if  necessary,  so  that  the  matter  can  be  properly 
adjusted  with  the  Paymaster. 

255.  Daily  Report  of  Work,  form  70E,  is  intended  for 
keeping  track  of  the  number  of  men  or  the  particular  men, 
by  name,  employed  from  day  to  day  upon  any  specific  portion 
of  the  work  of  which  such  a record  may  be  desired. 

256.  Form  68E,  Monthly  Record  of  Work,  and  69E,  Yearly 
Time  Card,  are  time  cards  on  which  certain  employees,  as 
instructed  by  the  department  engineer,  must  keep  a record 
of  their  work,  or  one  man  may  be  delegated  to  keep  these. 

TRANSFERS 

257.  The  matter  of  transfers  to  and  from  the  Board  shall 
be  handled  exclusively  by  the  Headquarters  Department. 
Requests  shall  be  forwarded  to  the  Department  Engineer  at 
Headquarters  in  the  same  manner  as  a request  for  a regular 
appointment  from  a Civil  Service  list. 

258.  Transfers  from  one  department  to  another,  within 
the  Engineering  Bureau,  shall  be  arranged  by  the  two  de- 
partment engineers  interested.  The  Headquarters  Depart- 
ment shall  be  notified  after  the  matter  has  been  arranged. 

95 


EQUIPMENT  AND  SUPPLIES 

259.  Instruments,  machinery,  furniture  and  other  equip- 
ment, stationery,  drafting  materials  and  other  supplies  can 
be  obtained  through  Headquarters  office.  At  Headquarters 
a stock  of  standard  instruments  and  supplies  is  kept  for  ship- 
ment on  short  notice. 

260.  Each  department  and  division  office  shall  have  a 
place  for  the  safe  storage  of  such  supplies  as  are  needed  for 
immediate  use,  where  a system  of  accounting  shall  be  fol- 
lowed as  hereafter  explained. 

261.  All  surveying  and  drafting  instruments,  including  tri- 
angles, scales,  books,  etc.,  all  tools,  machinery  and  other 
articles  of  equipment  belonging  to  the  Board  shall  be  plainly 
and  permanently  marked  for  identification.  It  shall  be  the 
duty  of  one  or  more  assistants  in  each  department  to  do  this 
marking  as  the  articles  are  received,  or  delivered  from  stock 
for  use. 

262.  It  is  the  policy  of  the  Bureau  to  standardize  the  sta- 
tionery, drafting  supplies,  furniture,  engineering  instruments 
and  other  usual  equipment,  so  far  as  possible.  This  is  for 
economy  and  convenience  in  purchasing  and  accounting. 
No  unusual  or  peculiar  article  should  be  asked  for  unless 
there  is  sufficient  reason  why  a standard  article  cannot  be 
used.  Requisition  for  a special  article  instead  of  the  stand- 
ard should  be  accompanied  by  an  explanation.  Questions  re- 
lating to  equipment,  supplies  and  accounts  should  be  re- 
ferred to  Headquarters  Department. 

METHOD  OF  ORDERING 

263.  Need  for  equipment  or  supplies  should  be  made  known 
by  means  of  requisitions,  called  Field  Orders,  form  53E. 
Whenever  calling  for  unusual  things,  field  orders  should  be 
accompanied  by  letters  of  explanation  or  specifications. 

96 


EQUIPMENT  AND  SUPPLIES 


Sketches  or  drawings  should  be  sent  when  necessary.  Field 
orders  sent  to  Headquarters  shall  be  signed  only  by  the  Chief 
Engineer,  Deputy  Chief  Engineer,  or  the  department  engi- 
neer ; or  by  subordinates  designated  by  them,  who  must  sign 
their  superior's  name  as  attorney.  The  date  on  which  de- 
livery is  required  shall  be  noted  in  its  proper  place  on  each 
field  order  and  the  word  Rush  shall  not  be  used  except  when 
really  meant.  Headquarters  should  be  notified  at  once  if 
goods  are  not  received  when  expected,  if  goods  are  damaged 
when  received,  or  if  any  articles  are  missing. 

264.  When  a field  order  originates  in  a section  office,  two 
copies  shall  be  made ; a tissue  copy  to  be  retained,  and  a car- 
bon copy  to  be  forwarded  with  the  original  to  the  division 
office.  If  the  field  order  meets  with  the  approval  of  the 
division  engineer,  it  shall  then  be  signed  by  him.  Supplies 
which  can  be  furnished  by  the  division  store  shall  be  deliv- 
ered, and  corresponding  items  on  the  field  order  marked. 
Delivered.  If  any  items  remain  unfilled,  the  field  order  shall 
be  forwarded  to  the  department  office.  Additional  supplies 
may  be  furnished  from  the  department  store. 

265.  When  the  department  store  needs  re-stocking,  or 
when  an  article  is  needed  which  is  not  usually  kept  in  stock, 
a field  order  upon  Headquarters  shall  be  prepared  covering 
all  the  goods  which  may  at  that  time  be  required  for  delivery 
at  one  point.  It  shall  be  signed  by  the  department  engineer 
and  forwarded  to  Headquarters,  a copy  being  retained.  The 
stock-keeper  at  Headquarters  shall  fill  the  order  either  from 
stock,  or  by  requisition  upon  the  makers  or  dealers  for  direct 
shipment. 

266.  When  possible,  field  orders  shall  be  typewritten  and 
they  should  be  specific  and  accurate.  For  standard  equip- 
ment and  supplies  they  shall  be  forwarded  to  Headquarters 
on  the  first  and  fifteenth  of  each  month  only.  Field  orders 
about  repairs  should  embody  a clear  statement  about  extent 
and  nature  of  repairs. 


97 


REGULATIONS 


QUARTERLY  REQUISITIONS 

267.  For  convenience  in  obtaining  promptly  certain  classes 
of  necessary  services  or  supplies  the  board  has  ap- 
proved general  requisitions,  each  of  which  covers  a period 
of  three  months.  Under  these  requisitions  any  authorized 
engineer  may  order  services  or  supplies  involving  a limited 
expenditure.  For  this  purpose  form  27E  is  used.  Instruc- 
tions are  given  on  the  cover  of  the  book  containing  this 
form.  The  original,  or  yellow  sheet,  is  to  be  given  to  the 
dealer  or  workman  to  be  forwarded  with  his  bill  in  triplicate 
to  Headquarters.  The  white  perforated  blank  is  to  be  for- 
warded at  once  to  Headquarters.  The  requisition  number 
must  be  given  on  each  order.  When  an  order  is  for  serv- 
ices, the  length  of  time  must  be  stated.  This  period  must 
not  exceed  one  month. 

268.  The  quarterly  requisitions  customarily  approved  are 
as  follows: 

Team  hire,  for  transportation  of  field  parties. 

Cartage,  for  field  parties,  hauling  water  and  moving 
materials. 

Timber,  for  stakes. 

Coal,  and  other  fuel. 

Board  and  lodging,  for  surveying  parties. 

Sun  printing. 

Map  mounting. 

Lithographing. 

Printing. 

Photographic  supplies. 

Binding,  for  periodicals. 

Typewriting. 

Care  of  rain  and  river  gages. 

General  supplies,  such  as  hardware,  paint,  lumber,  etc. 

269.  The  last  item,  General  Supplies,  refers  to  a quarterly 
requisition  for  a specified  limited  amount  for  each  depart- 

98 


EQUIPMENT  AND  SUPPLIES 


rnent,  to  be  drawn  upon  only  in  emergency.  Every  effort 
should  be  made  to  foresee  needs  and  meet  them  by  the  usual 
specific  requisitions,  falling  back  on  this  source  of  relief  only 
when  it  cannot  be  avoided.  Supplies  are  to  be  secured  un- 
der this  emergency  requisition  only  upon  field  order  signed 
by  a department  engineer.  Bills  for  such  supplies  should  be 
rendered  directly  to  the  Board  of  Water  Supply  by  the  ven- 
dor in  the  usual  manner,  and  the  field  orders  will  be  confirmed 
by  the  chief  clerk  of  the  Administration  Bureau  writing  an 
order  against  the  requisition  in  the  regular  way. 

ACCOUNTING  FOR  EQUIPMENT  AND  SUPPLIES 

270.  One  person  in  each  office  shall  be  made  responsible 
for  the  proper  distribution  of  and  accounting  for  equipment 
and  supplies.  Accounts  shall  be  kept  mainly  on  5"  x 8" 
cards  furnished  for  the  purpose.  They  are  of  three  kinds, 
Perpetual  Inventory,  Distribution  and  Instrument  cards. 

PERPETUAL  INVENTORY  CARDS 

271.  One  card,  form  81E,  is  to  be  devoted  to  each  kind  of 
equipment  or  supply  and  shall  have  a description  of  that  arti- 
cle sufficient  for  easy  identification,  as  indicated  by  the  head- 
ings on  the  card.  This  card  is  intended,  first,  as  a list  of 
the  engineers  having  unfilled  requisitions  for  the  article ; 
second,  as  a record  of  the  orders  made  by  the  office  where 
the  cards  are  kept  on  the  next  superior  office;  third,  as  a 
record  of  the  shipments  received ; fourth,  as  a record  of  de- 
liveries ; and  last,  as  a perpetual  stock-room  inventory.  The 
cards  shall  be  filed,  first,  by  classes,  as  surveying  instruments, 
drafting  supplies,  stationery,  etc.,  and  under  each  class  alpha- 
betically by  names  of  articles. 

DISTRIBUTION  CARDS 

272.  One  card,  form  82E,  is  to  be  devoted  to  each  kind  of 
equipment  or  supply  and  it  is  intended  to  show  by  the  suc- 
cessive shipments,  the  quantities  of  that  kind  of  goods  which 

99 


REGULATIONS 


,have  been  delivered  to  each  of  the  offices  next  inferior  to 
the  office  where  the  cards  are  kept.  The  distribution  cards 
kept  at  Headquarters  office  show  the  distribution  by  depart- 
ments, those  at  the  department  offices  show  the  distribution 
by  divisions,  and  those  at  the  division  offices  show  the  dis- 
tribution by  sections.  These  cards  shall  be  used  as  a guide 
by  the  Headquarters  stock-keeper  in  the  semi-annual  stock- 
taking. They  shall  be  filed  in  the  same  manner  as  are  the 
perpetual  inventory  cards. 

' INSTRUMENT  CARDS 

273.  One  card,  form  83E,  shall  represent  each  valuable 
article,  whether  it  is  an  instrument,  a machine,  or  a piece  or 
class  of  furniture.  It  shall  bear  a detailed  description  of 
such  article  and  every  important  change  of  place  or  condi- 
tion shall  be  noted.  These  cards  shall  be  filed,  first,  by 
classes;  next,  alphabetically,  by  names  of  articles;  and  last, 
by  individual  numbers.  The  extent  to  which  this  part  of  the 
accounting  is  to  be  carried  will  be  determined  by  the  engi- 
neer in  charge  of  equipment  and  accounts  in  Headquarters 
office. 

WAY  BILLS 

274.  When  goods  are  shipped  from  a stock-room,  they  shall 
be  accompanied  by  a way  bill,  form  80E,  and  one  carbon 
copy;  a tissue  copy  being  retained.  The  engineer  receiving 
the  goods  shall  acknowledge  receipt  in  the  space  prepared 
and  return  the  original.  The  acknowledgement  shall  be  noted 
on  the  distribution  cards. 

273.  When  goods  are  to  be  shipped  directly  from  the  manu- 
facturer to  the  engineer  requiring  them,  a copy  of  the  order 
to  the  maker  shall  be  sent  to  the  engineer  prior  to  the  ship- 
ment. Upon  receiving  the  goods  he  shall  check  the  items  as 
to  quantity  and  quality,  fill  out  a way  bill,  form  80E,  address 
it  to  himself,  acknowledge  receipt  and  forward  it  to  Head- 


100 


EQUIPMENT  AND  SUPPLIES 


quarters.  He  shall  retain  one  copy,  and  if  in  a section  office, 
forward  one  copy  to  his  division  office  and  one  to  his  depart- 
ment office;  if  in  a division  office,  forward  one  copy  to  his 
department  office.  The  acknowledgement  shall  be  noted  on 
the  distribution  cards. 

CHECKING  BILLS 

276.  When  a bill  is  received  at  Headquarters  for  goods 
shipped  directly  from  the  maker  to  the  field,  it  shall  be  sent 
to  the  department  office,  and  if  correct,  shall  be  approved  by 
the  department  engineer  and  returned  to  Headquarters,  in 
triplicate. 

277.  When  goods  are  to  be  transferred  from  one  field  office 
to  another,  a transfer  slip,  form  75E,  shall  be  filled  out  with 
a copying  pencil  and  sent  with  the  goods,  a carbon  copy  to 
be  retained.  The  engineer  receiving  the  goods  shall  acknowl- 
edge receipt  upon  the  original  transfer  slip,  make  a tissue 
copy,  and  forward  the  original  to  the  office  next  superior  to 
his  own.  Transfers  of  property  shall  be  noted  on  the  dis- 
tribution cards  in  red  ink,  as  a shipment,  crediting  the  goods 
to  the  engineer  transferring  them. 

278.  Once  in  each  half-year,  at  a time  to  be  appointed,  the 
distribution  cards  of  each  field  office  shall  be  compared  with 
those  of  its  subordinate  offices,  the  necessary  corrections 
made,  and  all  instruments  and  supplies  prepared  for  inspec- 
tion. 

279.  The  distribution  cards  kept  at  Headquarters  shall  then 
be  compared  with  those  of  the  department  offices,  an  actual 
count  of  the  equipment  shall  be  made  by  the  stock-keeper  of 
Headquarters  Department  and  the  discrepancies  noted.  This 
stock-taking  shall  be  the  basis  of  an  annual  report  to  the 
Board,  showing  quantities  of  goods  received  and  distributed 
and  the  percentage  used  or  destroyed  within  the  period. 


101 


EXPENSE  ACCOUNTS 


280.  All  claims  for  expenses  or  disbursements  must  be  for 
one  current  month  only,  must  be  made  on  the  blank  provided, 
form  37E,  in  duplicate,  on  the  typewriter  or  with  ink,  and 
must  have  the  items  arranged  consecutively  in  the  order  of 
dates.  Original  and  duplicate  expense  account  bills  must  be 
alike,  including  signature,  affidavit  and  approval.  They  must 
reach  Headquarters  before  the  fifth  of  the  month. 

281.  The  name  at  the  head  of  an  expense  bill  or  voucher 
and  the  name  signed  must  in  all  cases  be  exactly  identical. 
A voucher  from  a man  who  cannot  write  must  have  a wit- 
ness to  his  mark.  Each  item  on  the  expense  bill  must  show 
the  kind  of  article  and,  unless  the  supplies  or  services  were 
furnished  for  a lump  sum,  the  number  of  units,  such  as 
pounds  or  hours,  and  price  or  rate. 

282.  Equipment  or  supplies  should  not  be  purchased  on 
personal  expense  accounts,  excepting  occasional  small  items. 
Needs  should  be  anticipated  and  proper  requisitions  drawn. 
Even  in  an  emergency  the  need  can  usually  be  met  by  a con- 
firmatory requisition,  which  latter  should  be  sent  to  Head- 
quarters as  soon  as  possible  with  the  necessary  advices. 

283.  Expense  accounts  of  subordinates,  if  properly  made 
and  attested  on  form  37E,  in  duplicate,  and  receipted,  may  be 
included  in,  and  attached  as  vouchers  to,  the  expense  bills 
of  department,  division  or  section  engineers,  or  officers  of 
similar  rank.  If  properly  done,  this  will  reduce  work  at  the 
New  York  office  and  in  the  Department  of  Finance. 

284.  Duplicate  vouchers  must  accompany  expense  bills, 
whenever  it  is  possible  to  obtain  them,  for  items  of  one 
dollar  and  over,  excepting  railroad  or  boat  fares,  street-car 
fare,  ferries  and  tolls;  but  the  expense  bill  must  show  from 
what  point  to  what  point  each  railroad  or  boat  fare  was 
paid,  and  the  route  travelled,  if  more  than  one  exist. 


102 


EXPENSE  ACCOUNTS 


285.  Vouchers  accompanying  an  expense  bill  should  be 
numbered  consecutively  for  identification  and  these  numbers 
used  on  the  bill  when  referring  to  the  vouchers.  Items  given 
in  detail  on  vouchers  may  be  stated  very  briefly  in  the  ex- 
pense bill. 

286.  Vouchers  accompanying  expense  bills  should  be  full, 
yet  concise,  and  signed  by  the  person  or  company  receiving 
the  disbursement.  If  unusual  prices  are  paid,  or  it  is  neces- 
sary to  buy  some  unusual  article  for  specific  needs  in  an 
emergency,  an  explanation  should  be  attached  to  the  bill. 
Original  receipts  for  freight  charges  must  accompany  ex- 
pense bills  having  such  items.  It  is  well  to  attach  a copy  of 
a telegram  to  the  expense  bill  having  such  an  item. 

287.  For  every  expenditure  made  by  an  employee  of  the 
Engineering  Bureau,  requiring  a voucher  and  not  covered  by 
a receipted  bill,  a receipt  shall  be  obtained,  using  form  28E. 
These  receipts  shall  accompany  expense  accounts. 

288.  When  a livery  is  hired,  the  name  of  the  person  from 
whom  it  is  obtained,  date  and  rate  should  appear  on  the 
voucher  with  brief  description  and  a statement  of  the  pur- 
pose of  trip  and  authority  for  use. 

289.  When  charges  are  made  for  subsistence,  the  item 
should  be  designated  as  breakfast,  dinner,  supper  or  lodging. 
Lodging  for  January  5th,  is  for  the  night  of  January  5-6,  for 
example.  If  one  voucher  covers  a series  of  consecutive 
days,  the  time  elapsed  should  be  stated  definitely,  as  from 
such  a date  to  such  a date  inclusive.  For  any  such  charge, 
one  voucher  only  should  be  made  to  cover  the  full  period, 
unless  the  period  should  exceed  one  month.  The  period  of 
subsistence  should  be  stated  in  full  days  or  quarters,  each 
meal  or  a night's  lodging  being  rated  as  a quarter  day.  It  is 
not  necessary  to  obtain  vouchers  for  single  meals. 

290.  All  expense  bills  must  be  sworn  to  in  duplicate  be- 
fore a commissioner  of  deeds  or  notary.  An  expense  bill, 
being  a sworn  statement,  is  considered  as  having  all  items 
appearing  thereon  sworn  to  in  detail. 


103 


REGULATIONS 


291.  While  not  an  absolute  rule,  it  is  better  not  to  make 
erasures  or  corrections  on  expense  bills,  as  question  may 
arise  whether  these  were  made  before  or  after  the  affidavit. 
If  it  is  necessary  to  make  an  important  change,  this  must  be 
stated  and  acknowledged  by  the  person  rendering  the  bill,  so 
as  to  avoid  trouble  in  the  Comptroller’s  office. 

292.  Expense  bills  must  be  approved  by  the  engineer  in 
charge  and  forwarded  to  the  proper  department  engineer  for 
his  approval.  Expense  bills  of  department  engineers  must 
be  approved  by  the  Chief  Engineer,  Deputy  Chief  Engineer, 
or  in  their  absence  by  the  Department  Engineer  of  Head- 
quarters Department. 

293.  After  approval,  bills  are  sent  to  the  auditor  of  the 
Board,  and  after  passing  him  are  forwarded  to  the  Comptrol- 
ler’s office,  where  they  must  be  passed  by  eighteen  persons 
before  being  presented  for  payment.  This  is  stated  to  im- 
press upon  the  force  the  necessity  for  absolutely  correct 
work.  An  insignificant  error  may  necessitate  the  return  of 
the  bill  to  the  one  who  made  it,  thus  causing  long  delay. 


104 


LEASES 


294.  For  leasing  real  estate  outside  of  New  York  City  the 
procedure  is  as  follows:  The  department  engineer  will  send 
to  Headquarters  office  a description  of  the  property  desired 
with  a careful  explanation  of  the  necessity  and  use  for  it. 
The  description  should  state  clearly  the  owner,  giving  full 
name  of  each  member  of  a firm  or  each  officer  of  a corpora- 
tion ; exact  location ; number,  size  and  the  position  of  the 
rooms  in  the  building;  term  for  which  lease  is  requested; 
date  when  property  is  to  be  occupied ; rate  of  rental  and 
frequency  of  payment;  incidentals  to  be  included,  such  as 
heat,  light  and  janitor  service. 

295.  If  the  Chief  Engineer  approves  the  application,  the 
lease  will  be  made  out  on  form  7 A in  triplicate  and  sent  to 
the  Board.  If  approved  by  the  Board,  it  will  be  sent  in 
triplicate  to  the  Corporation  Counsel  for  approval  as  to 
form.  After  being  returned  to  the  Board,  it  will  be  sent  in 
triplicate  to  the  lessor,  who  will  execute  it  and  return  it  to 
the  Board.  After  being  executed  by  the  Board,  one  copy 
will  be  sent  to  the  lessor,  one  copy  filed  in  the  office  of  the 
auditor  of  the  Board,  and  the  third  copy  sent  to  the  Comp- 
troller. No  change  in  the  form  of  a lease  must  be  made 
from  form  7 A,  which  has  been  approved  by  the  Corporation 
Counsel. 

296.  For  leasing  property  within  the  City  limits,  applica- 
tion is  made  by  the  Board  to  the  Commissioners  of  the  Sink- 
ing Fund.  After  acting  favorably  upon  this  application, 
they  request  the  Corporation  Counsel  to  prepare  a lease  and 
authorize  the  Comptroller  to  enter  into  a contract  on  behalf 
of  the  City  of  New  York  for  renting  the  premises. 

297.  Any  period,  as  monthly,  quarterly,  etc.,  for  frequency 
of  making  payments  of  rentals,  may  be  inserted  in  a lease. 

105 


REGULATIONS 


Payments  for  rentals  are  made  between  the  first  and  fifteenth 
of  each  month  for  the  preceding  month.  Notify  Headquar- 
ters at  once  if  any  leased  property  is  vacated. 

298.  Telephone  companies  and  some  other  corporations 
have  lease  forms  of  their  own.  Usually  these  may  be  used. 
In  such  cases,  forms  properly  filled  in  triplicate  should  ac- 
company the  department  engineer’s  letter  to  Headquarters 
office. 

299.  For  a minor  contract  or  agreement  for  services  or 
supplies,  a statement  of  description  and  necessity  should  be 
sent  to  Headquarters  office.  If  approved  by  the  Chief  En- 
gineer, the  agreement  is  then  presented  to  the  Board  for  its 
authorization.  These  forms  should  be  made  in  triplicate, 
but  do  not  ordinarily  need  to  be  sent  to  the  Corporation 
Counsel.  After  being  executed,  one  copy  is  given  to  the 
contractor,  one  is  filed  with  the  auditor  of  the  Board,  and 
one  is  sent  to  the  Comptroller. 


106 


CLASSIFICATION  OF  ACCOUNTS 


300.  Every  voucher  for  payment,  whether  bill,  expense 
bill,  time  report,  payroll  or  contract  estimate,  must  be  ac- 
companied by  a classification  sheet  showing  to  what  portion 
of  the  works  the  expenditure  is  chargeable.  As  the  appor- 
tionment of  charges  is  often  a matter  of  judgment,  too  fine 
a division  should  not  be  attempted.  If  the  amount  of  any 
one  voucher  is  to  be  apportioned  to  two  or  more  different 
works,  even  dollars  should  be  applied  to  all  but  one  of  the 
charges,  letting  the  odd  cents  fall  to  the  latter.  Remember 
that  almost  any  charge,  even  a large  one,  is  only  a small 
fraction  of  one  per  cent,  of  the  total  cost  and  that  the  time 
taken  to  “split  hairs”  is  worth  something. 


107 


INDEX 


References  are  to  paragraphs. 


A 

Absence,  13,  14. 
docking  for — , 15. 
reason  of — , 14,  249. 
unavoidable — , 14,  15. 

Accession, 

numbers, 

computations,  152. 
department — , 119,  120. 
division — , 119,  120. 
of  drawings,  105,  106. 
section — , 120,  127. 
sheets,  105,  106,  107,  108,  110  et  seq. 

Accidents,  57. 
to  persons,  231. 
to  property,  231. 
reports  of — , 57,  231. 

Accounts, 

classification  of — , 300. 
cost — , 235  et  seq. 

reports  of — , 239,  240. 
equipment — , 260,  262,  270. 
expense — , 280  et  seq. 
supplies — , 260,  262,  270. 

Accuracy,  27. 

Acknowledgements,  38. 

Addresses,  25. 

Administrative  costs  of  construc- 
tion, 237. 

Agreements, 
informal — , 211. 
for  services,  299. 
for  supplies,  299. 

Allowances,  claims  for — , 227. 

Applications, 
for  employment,  241. 
filing — , 97. 

Appointments,  242,  247. 

Civil  Service — , 12,  242. 
records  of — , 243. 
temporary — , 12. 

Apportionment  of  charges,  300. 

Aqueduct, 
sections,  121. 
numbered — , 121. 

Architect’s  weekly  report,  60. 

Articles  loaned.  26. 

Authority  to  write  letters,  44. 

B 

Bill,  Bills,  269,  300. 
checking — , 276  et  seq. 
expense — , 281,  283,  284,  300. 
approval  of — , 292. 
corrections  of — , 291. 
errors  in — , 293. 
receipts,  285. 
sworn  to,  290. 
for  telegrams,  285. 


Bill,  Bills,  expense — Continued. 

way—,  274,  275. 

Binding, 
covers  for — , 23. 
papers,  47. 

Board  of  Water  Supply,  1. 
appointed  by,  1. 

Bureaus,  1. 

Commissioners  of — , 1. 
communications  to — , 64  et  se 
officers  of,  2. 

Boat  fares,  284. 

Books, 

filing — , 135  et  seq. 
indexing—,  135  et  seq. 
information  from,  137  et  siq. 
receipts  for — , 26. 
searching—  137  et  seq. 
text — , 191. 

Bureau,  Bureaus, 

Administration — , 2,  3 et  seq. 
officers — , 3. 

Engineering—,  6 et  seq. 

departments  of — , 6. 
transfers,  258. 

Business,  private — , 16. 

c 

Callers,  personal — , 16. 

Cards, 

distribution — , 272,  274,  275. 

checking — , 278. 
drawings, 
received — , 125. 
subject — , 123. 
guide — , 85. 
index — , 76. 
cross — , 89. 
sample—,  90,  91,  92. 
size  of — , 34. 
instrument — , 273. 
inventory — , 271. 
out—,  84. 
reference — , 77. 
cross — , 88,  89. 

Carelessness,  27. 

Catalogs, 
classified,  136. 
filing — , 135  et  seq. 
indexing — , 135  et  seq. 
writing  for — , 30. 

Certificates, 
overtime — . 250. 
payroll— , 250. 

Civil  Service, 
appointments,  12,  242. 
Commission, 

communications  to—,  11. 
examinations,  12. 
letters  about—.  39. 
matters,  11. 


109 


REGULATIONS 


Civil  Service — Continued, 
regulations,  10  et  seq.,  249. 
transfers,  257. 

Claims,  5. 

for  allowances,  227. 
for  damages,  227  et  seq. 

Classification  of  accounts,  300. 

Commissioners 
of  Board,  1. 
letters  of — , 55. 
letters  to — , 74. 

Communications, 
to  Board, ^ 64  et  seq. 
to  Civil  Service  Commission,  11. 
to  Chief  Engineer,  39. 

Eng.  Bureau  to  Adm.  Bureau,  8. 
filing — , 82  et  seq. 
indexing — , 82  et  seq. 
important — , 37,  64. 
unimportant — , 38. 

Computations,  146  et  seq. 
accession  numbers  for — , 152. 
checking — , 163. 
corrections  of — , 147,  160. 
covers  for — , 23,  157,  158. 
for  estimates,  218. 
filing — , 149,  158,  159. 
indexing — , 148. 
sheets,  147,  153. 
subjects  for — , 148,  150. 
summary,  155. 
superseded — , 156. 
survey — , 146. 
tabular  forms,  164. 

Construction,  211  et  seq. 
cost  of — , 
actual — , 235. 
administrative,  236. 
distribution  of — , 237. 
extras,  227. 

preliminary  work,  213. 
progress  of — , 232  et  seq. 
records  of — , 232  et  seq. 
survey  points,  214. 

Contour,  Contours, 
drawing—,  172. 
interval,  173. 
stadia — , 200. 

Contract,  Contracts,  211. 
correspondence  about — , 92  et  seq. 
drawings,  181. 
estimates,  146,  192,  300. 
minor — , 299. 
for  services,  299. 
for  supplies,  299. 

Contractor,  Contractors, 
claims  of — , 227. 
dealings  with — , 225. 
letters  to — , 44. 
methods  of — , 235. 
orders  to — , 225  et  seq. 
plant  of — , 235. 

Co-ordinates,  on  drawings,  171,  176. 

Correspondence 
about  contracts,  93  et  seq. 
subjects,  45,  49,  86,  87. 
subdivisions  of — , 50. 

Cost, 

accounts,  235  et  seq. 
distribution,  255,  256,  300. 


Counsel, 

Corporation — , 4. 

filing  opinions  of — , 98. 
special—,  4. 

Courtesy  of  employees,  18. 

Covers 

for  binding,  23. 
note—,  192. 

Cross-index  cards,  89. 
Cross-reference  cards,  77,  88,  89,  124. 
Cross-sections, 
estimate — , 188. 

D 

Damages, 

claims  for — , 227  et  seq. 
estimates  of — , 229,  230. 
to  property  owners,  228. 
records  of — , 227,  228. 

Date 

on  drawings,  20. 
on  papers,  20. 

Declaration  sheets,  242,  244. 
Department,  Departments,  6,  117. 
accession  numbers  of — , 119,  120. 
letters,  117. 
store,  265. 

Diagrams,  size  of — , 34. 

Diary  of  orders  to  contractor,  226. 
Distribution 
cards,  272. 
cost—,  255,  256. 
o,n  construction,  235  et  seq. 
Division,  Divisions,  6,  118. 
accession  numbers,  119,  120. 
letters,  118. 

Drawing,  Drawings,  165  et  seq. 
accession  numbers,  105,  106. 
accident — , 231. 
arrangement  of — , 175. 
case  and  drawer  numbers,  115. 
checking — , 179. 
contours,  172,  173. 
contract — , 181. 
co-ordinates,  171,  176. 
date  on — , 20. 
defined,  165. 
destroyed,  128. 
direction  of  stream,  171. 
economy  in — , 178. 
files,  104. 

filing—,  102  et  seq. 

indexing — , 102  et  seq. 

large — , 167. 

legend  on — , 170. 

lettering — , 181,  184. 

location — , 122. 

north,  true,  on — , 171. 

from  other  offices,  109,  125. 

paper,  kinds  of,  114. 

printed  titles  on — , 185. 

purpose  of — , 113. 

progress — , 189,  190,  232  et  seq. 

real  estate — , 167. 

received  cards  for — , 125. 

receipts  for — , 26,  126. 

reduction  of — , 169. 

revised — , 108. 


ITO 


INDEX 


Drawing,  Drawings — Continued, 
rubber-stamp  titles  on — , 185. 
scales,  186  et  seq. 
section-lining  on — , 170. 
sizes  for — , 33,  34,  35,  166. 
subject  cards  for — , 123. 
from  survey  notes,  168. 
symbols,  conventional,  on — , 170 
titles  for,  181,  182,  183. 
topographical  signs  for — , 170. 
vaults  for — , 180. 

E 

Economy,  27. 
in  drawings,  178. 

Employees, 
courtesy  of — , 18. 
letters  about — , 39. 
records  of — , 241  et  seq. 

Employment, 
applications  for — , 241. 
filing — , 97. 

Engineer,  Engineers, 

Chief— , 2. 

communications  to — , 39. 
filing  letters  of — , 99. 
Consulting — , 2. 
in  charge  of  filing 
computations,  149,  159. 
drawings,  102,  103. 
weekly  reports  of — , 
chief—,  57,  58. 
department — , 57,  58. 
designing — , 60. 
division — , 57,  58. 
principal  assistant — , 60. 
sectio,n — , 58. 

Engineering 

articles,  reviewing,  137  et  seq. 
matters,  7. 
periodicals,  191. 

Engineman,  238. 

Equipment,  259  et  seq. 
accounts,  260,  262,  270. 
checking — , 279. 
distribution  of — , 270. 
letters  about — , 39. 
ordering — , 263. 
purchasing — , 282. 
shipping — , 274,  275. 
standard — , 262. 
transferring — , 277. 

Estimate,  Estimates, 
approximate — , 217. 
colors,  232. 

computations  for—,  218. 
contract — , 146,  192,  300. 
cross-sections,  188. 
of  damages,  229,  230. 
final—,  216,  221,  222. 
forms,  219. 

graphical  notes  for — , 234. 
monthly — , 216,  232. 
numbers,  234. 
sheets,  219. 

Events,  important — , 37. 

Examinations,  Civil  Service — , 12. 

Expense, 

accounts,  280  et  seq. 


Expense — Continued, 
bill,  bills,  281,  283,  284,  300. 
approval  of — . 292. 
corrections  of — , 291. 
errors  in — , 293. 
receipts,  285. 
sworn  to,  290. 
for  telegram,  285. 

F 

Fares, 
boat — , 284. 
railroad — , 284. 
street  car — , 284. 

Field  orders,  263  et  seq. 

File,  Files, 
access  to — , 80,  81. 
for  drawings,  104. 
folders,  82,  86. 
general—,  86  et  seq. 
keepers,  79,  102,  103. 
letter—,  82. 
photograph — , 134. 
special — , 95  et  seq. 

Filing,  75  et  seq. 
applications  for  employment,  97. 
books,  135  et  seq. 
catalogs,  135  et  seq. 
communications,  82  et  seq. 
computations,  148  et  seq. 
copy  of  letters,  etc. 
carbon — , 52,  53,  55. 
tissue — , 51,  54. 
doubt  about — , 78. 
drawings,  102  et  seq. 
letters,  45,  49,  50,  82  et  seq. 

of  Chief  Engineer,  99. 
method  of — , 75. 
field  notes,  194. 

opinions  of  Corp’n  Counsel,  98. 
photographs,  129  et  seq. 
reports,  82  et  seq. 
periodical — , 100. 
special — , 101. 
subject  numbers  for — , 87. 
subjects,  without  numbers,  87. 
subjects,  different,  in  one  paper,  88. 

Folders,  file—,  82,  86. 

Forms 

estimate — , 219. 
of  leases,  298. 
printed — 
pew — , 35. 
size  of — , 34. 
sample  books  of — , 35. 
standard  sizes  of — , 33  et  seq. 

Freight  charges,  receipts  for — , 286. 

G 

Grades,  212. 
checking — , 212,  215. 

H 

Hours  of  wTork,  13,  15. 

I 

Index,  Indexes, 
cabinets,  83. 


REGULATIONS 


Index,  Indexes— Continued, 
cards,  76. 
size — , 34. 

for  computations — , 148  et  seq. 
of  periodicals,  141. 
tabs,  23,  85. 

Indexing,  75  et  seq. 
on  cards,  samples  of,  90,  91,  92. 
communications,  82  et  seq. 
doubt  about — , 78. 
drawings,  102  et  seq. 
letters,  45,  49,  82  et  seq. 
photographs,  129  et  seq. 
reports,  82  et  seq. 
subject  numbers  for — , 87. 

Informal  agreements,  211,  299. 

Information 
from  books,  137  et  seq. 
letters  requesting — , 43. 
from  periodicals,  137  et  seq. 
persons  seeking — , 28. 

Initials  on  letters,  48. 

Inspection,  233  et  seq. 
instruments,  278. 
supplies,  278. 

Instructions, 
general,  13  et  seq. 
to  stenographers,  46  et  seq. 
to  typewriters,  46  et  seq. 

Instrument,  Instruments 
adjustment  of — , 207. 
cards,  273. 

care  of — , 206  et  seq. 
inspection  of — , 278. 
obtaining — , 259. 
receiving — , 209. 
repairing — , 206,  210. 
shipping — , 208. 
standard — , 259. 
surveying — , 206. 

Inventory  cards,  271. 

Investigations,  57,  63. 
of  damages,  229,  230. 

K 

Keeper, 

of  computation  sheets,  153. 
file—,  79,  102,  103. 
stock — , 265. 

Knowledge,  official — , 28. 

L 

Leases,  294  et  seq. 
forms  of — , 298. 
payment  of  rentals,  297. 
real  estate — , 294. 
approval  of — , 295. 

In  City,  296. 
telephone — , 298. 
vacated — , 297. 

Legal  matters,  4. 

Letters,  36  et  seq. 
between  departments,  40. 
about  Civil  Service,  39. 
of  Commissioners,  55. 
to  Commissioners,  74. 
confidential — , 95. 
to  contractors,  44. 


Letters— Continued, 
copy  of — , 

carbon — , 52,  53,  55. 
tissue — , 51,  54 
dictating,  41,  42,  48. 
enclosures  in — , 48. 
filing — , 45,  49,  50,  82  et  seq. 
indexing — , 45,  49,  50,  82  et  seq. 
initials  on — , 41,  48. 
list  of  subjects  for — , 45,  49,  86,  87. 
ready  for  file,  72. 
referred,  69,  70,  71. 
requesting  information,  43. 
of  Secretary,  do. 
signed  by,  41,  42. 
about  supplies,  39. 
writing — , 36  et  seq. 

Lettering  on  drawings,  181  et  seq. 

Libraries,  use  of — , 142. 

Lines  and  grades,  212. 
checking — , 212,  215. 

List  of  subjects 
for  computations,  148,  150. 
for  letters,  45,  49,  86,  87. 

Livery,  288. 

M 

Mail. 

address  for — , 25. 
handling — , 67  et  seq. 
late — , 19. 

Margin,  width  of — , 47. 

Materials,  drafting,  obtaining — , 259. 

Method  of  filing,  75  et  seq. 

N 

Note,  Notes, 
checking — , 197. 
corrections  of — , 196. 
covers,  192. 
of  damages,  228. 
for  estimates, 
final—,  216. 
monthly — , 216. 
graphical,  234. 
field- 

plotting — , 193,  195. 
of  surveys,  192. 

symbols,  conventional,  on — , 193 
filing—,  194. 
level—,  192. 

of  lines  and  grades,  215. 
for  progress  diagrams,  234. 
sheets,  34,  192. 
final—,  192. 

should  record — , 204,  205,  234. 
survey — , drawings  from,  168. 
up  to  date,  198. 

o 

Office,  Offices, 
closing — , 19. 
hours,  13. 
opening — , 19. 

Orders 

to  contractor,  225  et  seq. 
field — , 263  et  seq. 


112 


Organization,  1 et  seq. 

Overtime,  15,  250. 
certificates,  250. 

P 

Paper,  Papers, 
binding — , 47. 
bulky—,  23. 

copies  of — , 23,  51  et  seq. 
date  on — , 20. 
drawing — , kinds  of,  114. 
receipts  for — , 26,  80. 
separators  for — , 23. 
not  standard  size,  33. 

Payroll,  Payrolls,  248  et  seq.,  300. 
absence  noted  o,n — , 249. 
address  on — , 25. 
certificate,  250. 
monthly—,  248,  251. 
supplementary — , 253. 
weekly — , 248. 

Periodicals, 
indexes  of — , 141. 
information  from — , 137  et  seq. 
Photograph,  Photographs, 
of  accidents,  231. 
files,  134. 

filing — , 129  et  seq. 
indexing — , 129  et  seq. 
kinds  of — , 130. 
numbered — , 131. 
plates  stored,  132. 
prints,  132. 
for  sale,  133. 
size  of — , 129. 
mounts,  34. 

Progress, 
colors,  189,  190. 
of  construction,  232  et  seq. 
diagrams,  232. 
monthly — , 233. 
notes  for—,  234. 

Property, 

accidents  to — , 231. 
damages  to — , 228. 
entering  private — , 29. 

Public,  treatment  of — , 18. 

R 

Real  Estate, 

classification  of — , 202  et  seq. 
drawings,  367. 
leases,  294. 
approval — , 295. 
in  City,  296. 
matters,  5. 

surveying — , 202  et  seq. 
Recommendations,  57,  63. 

Records, 

of  claims,  227  et  seq. 
for  cost  accounts,  235  et  seq. 
of  employees,  241  et  seq. 
of  progress,  232  et  seq. 

Reference,  References, 
cards,  77. 

size  of— 34. 
list  of — , 139. 

Regulations,  Civil  Service — , 10  et 
seq.,  249. 


INDEX 

Rentals,  payment  of — 297. 

Report,  Reports,  57  et  Seq. 
of  absence,  14. 
of  accidents,  231. 
appendices  to — , 61. 
consulting — , 142. 
of  cost  accounts,  240. 
covers  for — •,  23. 
filing — , 82  et  seq.,  100,  101. 
indexing — , 82  et  seq. 
printed,  size  of,  34. 
progress — , 57,  58. 
special — , 57,  63. 

writing — , 62. 
time — , 248  et  seq.,  300. 
monthly — , 252. 
supplementary — , 253. 
weekly — , 250,  252. 
weekly—,  57,  58,  60. 
of  work,  255,  256. 
writing  for — , 30. 

Requisitions,  263  et  seq. 
confirmatory — , 282. 
emergency — , 269,  282. 
quarterly — , 267  et  seq. 

Research,  137  et  seq. 

examples  of  tunnel — , 144,  145. 
Reviewing  engineering  articles,  140, 
141,  142. 

s 

Sample  book  of  forms,  35. 

Scales  for  drawings,  186  et  seq. 
Searching  books,  periodicals,  137  et 
seq. 

Secretary,  2. 
letters  of — , 55. 

Section  lining  on  drawings — , 170. 
Sections,  6,  121. 
accession  numbers,  121. 
on  aqueduct,  121. 

Separations,  246,  247,  254. 

Separators  for  papers,  23. 

Shipning 

equipment,  274,  275. 
supplies,  274,  275. 

Signatures,  24. 

to  letters,  41,  42,  48. 

Sizes, 

of  drawings,  33,  34,  35,  166. 
of  stationery,  33,  34,  35. 

Smoking,  32. 

Specifications,  211. 

printed,  size,  34. 

Stadia  work,  199  et  seq. 

Stationery, 
obtaining — , 259. 
official — , 30. 
sizes,  33,  34,  35. 

Stenographers, 
instructions  to — , 46  et  seq. 

Stock 

keepers,  265. 
taking — , 279. 

Store,  department — , 265. 

Street-car  fares,  284. 

Structures, 
drawings  of — , 177. 

Subject,  Subjects, 
cards  for  drawings,  123. 


REGULATIONS 


Subject,  Subjects — Continued, 
for  computations,  148  et  seq. 
for  correspondence,  45,  49,  50,  86, 
87. 

stenographers  to  add — , 49. 

Subsistence,  289. 

Supplies,  259. 
accounts,  260,  262,  270. 
agreement,  informal  for — , 299. 
contracts  for—,  299. 
distribution  of — , 270. 
emergency — , 269. 
general — , 269. 
inspection  of — , 278. 
letters  about — , 39. 
ordering — , 259,  263,  267. 
purchasing — , 282. 
shipping — , 274,  275. 
standard — , 259,  262. 
storage  of — , 260. 
transfer  of — , 277. 
unusual — •,  262. 

Survey, 

notes,  drawings  from — , 168. 
points, 

on  construction — , 214. 
referencing — , 212. 

Surveying,  191  et  seq. 
computations,  146. 
field  notes,  192. 
instruments,  206. 
real  estate,  2j2  et  seq. 
stadia — , 199  et  seq. 

Symbols,  conventional, 
for  drawings,  170. 
on  field  notes,  193. 

T 

Tardiness,  13. 

Telegrams,  expense  bills  for — , 286. 

Telephones, 


leases  for — , 298. 
private  calls  o,n — , 31. 
Timekeepers,  236. 

Time  off  duty,  15. 

Titles 

printed — , 185. 
rubber  stamp — , 185. 
standard — , 182. 

Tolls,  284. 

Topics,  schedule  of — , 137,  144. 
Topographical  signs,  170. 
Transactions,  important — , 37. 
Transfers, 

Bureau — , 258. 

Civil  Service — , 257. 
equipment,  277. 
supplies,  277. 

Traveling,  284. 

Treatises,  consulting — , 143. 
Typewriter  ribbons,  21,  22. 
Typewriters, 

instructions  to — , 46  et  seq. 


V 

Vacations,  17. 

Vaults,  19. 

drawings  kept  in — , 180. 
plan  cases  in — , 104. 

Veteran,  245. 

Voucher,  Vouchers,  281  et  seq.,  300. 

w 

Work, 

cost  of — , 235  et  seq. 
report  of — , 
daily — , 255. 
monthly — , 256. 
yearly — , 256. 


